Anniversary event planning: 5 steps from planning to implementation!

The growth of a person needs the blessing of birthday ceremonies, and the growth of a company also needs to be witnessed in the form of anniversary celebrations. Internally, it is an excellent way to recognize employee contributions, boost morale, and celebrate achievements. Externally, it is a great opportunity to showcase the company's image, development achievements, and increase its visibility. Therefore, it is particularly important for a company to hold a successful anniversary celebration.

Of course, the anniversary celebration is not just about inviting all employees to have a meal and draw prizes. The hidden attribute of the anniversary celebration is still in external public relations. The anniversary celebration should show the company's good atmosphere, unity, strong strength, many friendly companies, rising performance and other positive factors, so that both internal and external parties can feel a signal of smooth sailing and good situation, thereby giving rise to third-party business behaviors such as maintaining contact, attracting cooperation, and additional investment, laying a solid foundation for the company's future development.

In order to convey this good signal, we must strive to do our best in the overall atmosphere of the anniversary celebration, the effect of the event, the layout and pomp, the attendance of leaders and guests, speeches, live programs and other aspects. So how do you plan a successful anniversary event?

丨Event Overview

1. Background introduction + development goals

The anniversary celebration is not only to celebrate the company's birthday, but also to review the company's development history and look forward to the company's future. Therefore, on the basis of summary, we must sort out the past and current situation and propose new development goals, including business, talent, management, cooperation and other dimensions.

2. Time

The anniversary celebration time does not need to be strictly based on the actual founding date. It can be any time before or after, but remember to avoid holidays and important industry nodes to facilitate guest invitations and create a wider impact.

3. Venue

The venue for your anniversary celebration needs to be chosen carefully. Generally speaking, the venues for company anniversary celebrations are nothing more than the company itself and hotels. This depends on the scale of the event. If the company's own venue is sufficient and meets the requirements of the event, then it can be held in the company and the corresponding venue can be built. But if the venue is not suitable, or if you want better results, you can choose an outside hotel or rent other venues.

When choosing a venue, the following factors should be considered: 1. Traffic convenience; 2. Supporting facilities; 3. Whether the venue has sufficient parking space; 4. The number of people the venue can accommodate.

It is best to choose a hotel with a good transportation location as the venue to facilitate guests from all over the world. Just imagine that when the anniversary celebration starts, guests who come from afar are still stuck on the main road not far from the hotel, or they have to take several detours just to find the hotel. Then the guests' impression of the anniversary celebration will be greatly reduced.

Before holding the anniversary celebration, you need to roughly estimate the number of guests and organizers, and make sure that the hotel has enough activity space to accommodate the total number of people. Choosing a space that is too large will make the place seem deserted, while choosing a space that is too small will make it seem crowded. In addition, the hotel's supporting facilities must also be confirmed to be correct, such as large screens, audio equipment, stages, lights, etc. If any are damaged or unsuitable, they must be replaced or selected in advance.

Due to the large number of external guests at the anniversary celebration, parking spaces may be insufficient. In this case, you should either choose a hotel with a large enough parking space, or negotiate with the property owner to free up enough parking spaces on the day of the event to facilitate the arrival of guests.

4. Guests

The invitation of guests must be confirmed in advance. First, determine the guest list and candidate list, and then contact them one by one. Be sure to communicate the time and place, and also inform the guests who will give a speech on stage in advance. In order to convey a better corporate image, you can invite government leaders, industry bigwigs, industry celebrities, KOLs, and even stars and internet celebrities to endorse your company. All guests must communicate properly and arrange issues such as air tickets, meals and accommodation. In addition, when some companies hold their anniversary celebrations, they will arrange two celebration activities, one internal one for employees, channel dealers, distributors, partners, etc., and one external one for the media and the public. In this case, it is also necessary to distinguish and contact the invited guests.

丨Event Planning

A complete anniversary celebration may include a press conference, check-in and entry, review of highlights, future prospects, award ceremony, cultural performance, celebration dinner and other processes. The different processes must be well connected, the duration must be controlled, and the activities must be carried out in an orderly manner.

The anniversary press conference can be arranged before the celebration event, and relevant media can be invited to participate. The chairman, general manager and other senior company executives can accept media interviews, answer media questions, and issue a press release to warm up the event.

Signing in and entering the venue is the real start of the anniversary celebration. Reception staff should be arranged to provide guidance and services, such as walking the red carpet, signing on the background wall, etc. The company's senior management should receive and welcome important guests. Photographers should be responsible for taking pictures to facilitate material archiving and corporate publicity.

After the guests entered the venue, the company promotional video was played first, and then the event started on time. The host came on stage to open the event and solemnly introduced the guests. He also invited the main leaders and guests to give speeches on stage, and played relevant PPT and other documents to showcase the company's past brilliant achievements and envision the next grand goals.

Warm-up programs, such as singing and dancing, magic, sand painting, raffles, crosstalk, etc., can be appropriately interspersed in different links, or programs that incorporate corporate products can also be used. The performances can be contracted out to a professional team, or they can be written and directed by the company's internal employees and performed on stage.

Next, you can hold the anniversary awards ceremony to announce the winners of awards such as Outstanding Employee, Top Ten Employees, Advanced Business Unit, Special Contribution Award, etc. Then invite employee representatives to give acceptance speeches and share with all the guests how they have witnessed the company's growth.

Finally, it is the dinner session. Everyone enters the venue under the guidance of the reception staff, and then the chairman and other senior executives give a toast and announce the start of the dinner. Games and raffles can be interspersed in the middle of the toasts to push the atmosphere to a climax.

During the entire anniversary celebration, in order to create better results, you should pay attention to the following details.

1. The anniversary celebration should have a clear theme, and a theme slogan should be written around the theme. The event should be carried out closely around the theme and use it as the focus of publicity.

2. As for the host, you can hire a famous local host, or you can hire an intern from the broadcasting and hosting department to host. Professional hosts have better control over the situation, can better grasp each process, and adjust the atmosphere on site.

3. When inviting guests, they can be issued in the form of H5 invitations, which can include the theme of the event, on-site procedures, attending guests, hotel routes and even parking information, and be set off by cool and passionate music to make it appear high-end.

4. If you have enough budget and want to achieve the ultimate effect, then 3D holographic projection stage is a good choice.

5. Some details of the on-site arrangement can actually add a lot of points, such as changing plastic bottled water to glass bottles, changing old-fashioned and tacky flowers to small simple flowers, replacing traditional promotional materials with environmentally friendly packaging, and finding a company with better aesthetics to design the layout.

6. The etiquette staff on site should wear uniform clothing, and try to avoid the same old, cheap cheongsams. They should wear high-end clothing that can be identified as staff at a glance. They should also have professional qualities, uniform words, and be able to help guests solve problems. Don't wait for the media to come and ask where the toilets and exits are if you don't even know, otherwise the overall impression will not be very good.

7. The time control of the activity process must be set well. An anniversary celebration is not an industry exchange meeting. The speeches you give to various leaders should not be too long, otherwise the leaders will feel uncomfortable reading them and the guests will lose patience to listen. Keep the speech within 3-15 minutes. At the same time, estimate the approximate time of each process and control the overall duration. Try not to exceed 3 hours (excluding dinner).

丨Event Management

Activity management includes material production and procurement, process refinement and confirmation, and post-event summary.

Materials include celebration stage backdrops, celebration promotional videos, sign-in backdrops, arches, air balloons, colorful flags, signboards, banners, posters, anniversary handbags, celebration T-shirts, brochures, invitations, guest gifts, raffle gifts, venue flowers, tables and chairs, roll-up banners, display stands, press releases, media packaging materials, etc.

On-site refinement and confirmation means repeatedly thinking about whether there are omissions in the processes of each link and how to assign personnel to specific matters. For example, the procedures for each part, such as check-in, guests, actors, etiquette, host, lighting technician, photographer, videographer, venue, and dinner, must be confirmed, and there must be a dedicated person to coordinate with them to ensure that there are no errors in the on-site implementation. For example, in the area of ​​actor etiquette management, we need to find someone to be responsible for the performance, advance rehearsals, distribution of performance procedures, band personnel management, etiquette personnel training, uniform dress, etc.

In the post-event summary, it is necessary to organize and archive text, pictures, audio, video and other materials, and do a good job of consuming and counting the activity materials. A written summary report of the entire activity should be made, analyzing the highlights and shortcomings, and finally a multimedia review CD should be produced.

丨Emergency Plan

In professional planning companies, the phrase "confirming execution details" is mentioned repeatedly. This is because a press conference itself is extremely complex and involves many details. Any problem with any of the details may lead to flaws in the celebration. Therefore, it is necessary to constantly discover, prevent and check problems before and during the event to avoid omissions.

Before the celebration, a site inspection should be conducted, and a dedicated person should be arranged to coordinate and communicate with the venue to gain a detailed understanding of the venue conditions, including the size of the venue, emergency power supply, event equipment, fire escapes, etc. At the same time, attention should be paid to the weather conditions of the day, alternative plans should be prepared for special situations, and an emergency team should be established.

During and after the celebration, there must be provisions for the safekeeping of belongings and personal reminders, as well as the inspection of important materials. For example, on-site equipment (including laptops) must be checked multiple times before and after to ensure that they are in good working order. Especially for event files, two laptop backups must be prepared to allow for timely response in case of accidents.

There is also the issue of electricity usage. To ensure normal use of electricity, you need to do a power test yourself. Otherwise, it would be embarrassing if the circuit breaker trips halfway through on-site. Also, is there an emergency power supply on site? For example, can you guarantee continued power supply in the event of a sudden power outage in the area? For example, you need to prepare at least two PPT page-turning pens and move the printer to the site.

丨Team Structure

The preparation for the entire anniversary celebration requires the establishment of a corresponding team, the selection of team leaders and members of each department, such as the conference team, reception team, performance team, publicity team, etiquette team, logistics team, security team, financial team, etc. At the same time, each member must carry out corresponding communication and training, clarify the distribution of responsibilities for each group and even individuals, and ensure team execution and collaboration, so as to provide a foundation for the perfect development of the anniversary celebration.

A perfect company anniversary event is not easy to organize. It is often the result of seamless collaboration across the entire company. In addition to a good plan, precise execution is essential. Only in this way can we ensure the successful implementation of excellent plans, create outstanding communication effects, and make the company's good image deeply rooted in the hearts of the people.

Author: Tenant 404

Source: PR Home