How to Organize a Successful Corporate Beach Event

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The company’s annual employee gathering is coming up and you are one of the few people given the task of organizing it. Congrats! You now have the opportunity to create an awesome and memorable event for everybody involved.

Given it’s summer, you figure it’s the perfect time to go to the beach for some fun under the sun. Perhaps you have already found the ideal venue for your corporate beach gathering, a private beach resort with a wide selection of facilities the attendees can enjoy during the event.

Having an idea of where to hold the event is a start but what else do you need to make this event a success? Here are a few factors to consider when organizing a corporate event at the beach where you and your colleagues will be guaranteed enjoyment and fun.

1. Make a list of your goals
Corporate events at the beach are more than just taking a few days off of work. Be clear about what the objective is for holding the event as this will also determine what types of facilities you may need.

For instance, the company may be planning to hold a corporate gathering that is more geared towards training new employees or educating existing staff about changes in the industry.

If you’re planning to hold the training at a beach resort, you will need to think about where to hold the training sessions and where the speakers will be conducting their presentations. Do you need to set up a stage, rent an audio-visual system or book additional accommodation for your speakers?

Are you planning to hold an event that recognizes and rewards the company’s best and most hardworking staff? For such events, you may need to think about ordering plaques, certificates or tokens.

Do you want your staff to develop camaraderie? Look for safe and secure areas in and around the beach resort where you can execute team building exercises.

2. Know who’s coming
Some companies hold annual retreats that allow staff to bring their families along. There are also companies that do not. Depending on the type of corporate event, you may even find the company’s biggest clients, partners or suppliers gathering together with the staff.

Make an estimate of the number of people coming to the corporate event. You will need this estimate when looking for a venue and booking for catering services, hiring entertainment or when looking for souvenirs and awards, among others.

3. Ask for help
Getting people to help you out will make the process of organizing a corporate event quicker and less stressful. Hiring an event planner would be the best option especially when dealing with larger corporate events. However, if you have a limited budget available, you may have to resort to working with a team within the company.

There are many aspects to the corporate event that your colleagues can help you with. This can include brainstorming ideas, sending out invitations, contacting and following up with suppliers, creating a program, decorating the venue and even making sure that the event runs as smoothly as possible during the actual day itself.

Depending on the number of members, you can assign teams to handle different aspects of the event. Leaders can be assigned to head each team to ensure that all goals are met.

4. Have a Plan B
Even with holding the corporate gathering at the beach in the middle of summer, a number of things can go wrong. The weather can turn sour, electricity can go out, or the A/V system can malfunction. Your suppliers could come late or cancel at the last minute and not make it to the event altogether.

This is why you need to have a backup plan. Look for alternative venues, speakers or suppliers for your event so that if ever something goes wrong, you have a replacement ready.

With all these aspects in mind, you are well on your way to organizing and managing your company’s corporate retreat at the beach.