The Definitive Guide To Planning A Dinner & Dance, Part 1
*This would be a 5 part series detailing the various different things to note while preparing for a Dinner & Dance, not just in Singapore, but internationally as well. These points are arranged chronologically, according to order of importance. A link to the full article will be included at the end of the last installment. *
Planning your company’s annual Dinner & Dance can be a very taxing job, especially if you are planning to do it without professional help. There is the liaising and negotiating with the venue, the planning of the night’s program, the engaging of a suitable emcee, performers and manpower, and deciding what the technical requirements for the events are. Any one of these decisions would have been enough to cause a major headache, but having to make informed and correct choices for ALL would be enough to cause nervous breakdowns not just for you, but the whole Dinner & Dance committee!
But if you have been “arrowed” for D&D planning duty, what then is your next step? Of the hundreds of details to plan and attend to, dozens of people to liaise and coordinate with, schedules to coordinate, perhaps even plane tickets & accommodations to book, which step should be your first?
If only there was a step by step guide to help you plan out the priorities, provide you with a comprehensive overview of what to expect and do, and lead you through the minefields to expect at each step.
WELL NOW THERE IS! A BRIGHT LIGHT AT THE END OF THE DARK TUNNEL!
Ok that was perhaps getting a little too carried away. But seriously though, this guide will be your event planning go-to reference. Each step can easily form an article of it’s own, and some, even a whole book, so not every single detail will be in here. However I am confident that this guide will put you on the right path towards becoming a event planning extraordinaire!
Ready?
Here we go!
1. SECURE THE DATE
Now I know you will be thinking “What? How can this be the first thing on the list?” Let me explain. You see, firming up on a date is like making a proposal. It shows a sign of commitment and dedication, and also, without making the proposal — and the successful acceptance of said proposal of course — plans for the wedding itself cannot be concocted. With the date secured, negotiations with venue, event companies, and talents can proceed. Staff within the company can also then be informed to Save The Date and mark it on their schedules and not have any meetings, trainings, overseas trips planned. Staff who are outstation can also start looking up flight and accommodations for the trip. HR can start deciding whether they want to implement half days or full day off for everyone so that staff can prep for the night’s festivities.
So you can see how getting a date for the Dinner and Dance firmed up right at the start is so important? With a confirmed date, a lot of the processes as described above — some of which could require quite a bit of time — can begin. This would especially save a lot of administrative issues further down the road when it comes to attendance and seat planning which I guarantee you is one of the most time consuming activity the D&D committee would have to undertake.
“Early confirmation of date
= Early ‘Save The Date’ notices sent out
= Attendance Secured Early
= Less Issues With Last Min Attendance Add-Ons
= Seat Planning Done Efficiently & Quickly
= Happy You & Happy Committee!”
stay tuned for the second part to find out what the 2nd and 3rd steps to take are!*
