| It doesn’t matter what type or size of event you’re planning, the successful ones always start with an objective and a budget. Christmas parties are normally about bringing people together to celebrate the end of the year, and the good ones always involve food and drinks, so make sure you have a budget that covers those very important elements.
An event is essentially a project, and for any project to work well, you must start with your desired outcome and work back. So, if you’re reading this now and you haven’t organised your end of year shindig, now is the time to start planning!
A good place to start is the classic How, Who, What, Where, When and Why:
· How much can we spend?
· Who is on the organising team?
· What are we Planning?
· Where will it be?
· When will this event be?
· Why are we bringing these people together?
Once you have these in place you can start building out the finer details including how you’ll track the project. Consider using tools, or project platforms such as Monday.com and, or MS Teams Apps. Whichever you choose, make sure everyone involved in the planning has access to update. Every event will be different, but some key things to consider at this stage are food, drink, entertainment, speakers, invitations, and themes. It’s also a good idea to clearly define the roles and responsibilities of the team involved right from the start including who is leading – this will save anything being missed or any confusion.
As with nearly every element of an Assistants role communication and follow-up will be key. You will need to keep your leader across any high-level updates, especially attendee confirmations or any major changes to the venue that they need to be aware of. Communication with suppliers, venue, speakers etc will need to be included in your plan; take nothing for granted, double and triple check everything, right up to event day itself. If you have any concerns along the way, voice them immediately, the earlier you are aware of potential issues the easier it is to sort.
For the day of the event having a generic ‘event kit’ is always a good idea, this can include a phone charger, sewing kit, extra cables, whiteboard pens and erasers, spare stationary, even a basic first aid kit and mints, anything that you think might be asked for on the day. Having it easily to hand, means a quick response to any requests, and means no one needs to leave to fetch things.
After the event is done and dusted there will be a tendency to quickly move on but now is the time to tidy up the information you noted so you can refer to it next time. All these things will be fresh in your mind now but will quickly be forgotten and could really help you when it comes to planning the next event. Making sure the attendee list is up to date, add notes of anything you would do differently, make sure you thank all your suppliers as you just never know when you might need them again, especially last minute, and people remember kindness. Finally, seek feedback from attendees if you feel this appropriate, a good way to do that is a google form. Keep it short and sharp and only a few questions to find what worked and what didn’t. Feedback can be hard to hear sometimes, but it’s a tool to make the next event even better!
Planning a successful event as an Executive Assistant requires a blend of strategic planning, detailed organisation, and effective communication. By following these steps and maintaining a proactive and adaptable approach, you can ensure your event meets its objectives and leaves a lasting positive impression. Your role is pivotal in orchestrating a seamless event that reflects well on your leader and it also highlights your exceptional skills as an Executive Assistant.
Best of luck!
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