When organizing a company event, you should be well prepared for it, spend a lot of time planning and get things done in advance. One of the key issues in organizing a corporate event is choosing a venue and signing a contract with it. Why is the contract needed? What should the contract for the organization of a company event look like?
Nowadays, almost every company organizes corporate eventsbecause it brings significant benefits to the employer, employees and the company itself. Employees during a company event can take a break from everyday work and strengthen relations with the management staff. It is also an opportunity to talk about loose and pleasant topics. Such events improve the atmosphere in the team and effectively motivate to act. Company party it is also a great choice in the event of a company's success, signing a cooperation with an important contractor, introducing a new product, completing an important project, or summarizing a year's work.
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Agreement for the organization of a company event - basic issues
First of all, remember that the contract must be concluded in writing. When organizing such a large event as a corporate event, you should not rely on an oral agreement, because it is too large an undertaking. It may cause unnecessary tensions or misunderstandings. A written contract will protect the interests of both parties in the event of any complications. If, after the conclusion of the contract, we want to add or clarify something, an appropriate annex should be prepared.
Remember two important points:
- the contract must be legible and understandable for each party. If any point is incomprehensible to us, it is worth consulting a legal advisor or other competent person,
- the contract should be made in two copies - one for each party. Decision-makers put their signatures on both copies. It is worth putting parcels on all pages of the document.
What should be included in the contract with the premises?
When signing a contract with a facility, the most important points are:
- Place and term of the contract
- Obligations of both parties
- Lease costs
- Clause regarding the confidentiality of all data regarding the event and terms of the contract
- Information on possible cancellation or rescheduling of the event (which is especially important nowadays, with the coronavirus pandemic)
- Information and rules regarding e.g. how to guarantee the return of paid wages in the event of cancellation of an event
These are the most important issues that absolutely must be in every contract. Remember that the contract for the organization of the event should be concluded with each subcontractor - not only with the premises where the party will take place. It is an excellent protection in the event of any problems with the implementation of cooperation.
A corporate event is usually a large event that requires a lot of investment. The contract is the basic security for the company and confirmation of the reservation of the facility on a given date. It helps to avoid possible unpleasantness related to failure of one of the parties to fulfill the obligations contained in the document. It protects against unexpected costs or additional work. It indicates how to proceed in the event of any damage or shortcomings. When organizing a company event, remember that the contract is one of the most important issues that can save you from various unpleasantness. You can also always entrust the organization of the event event agencythat will take care of all aspects, including relevant provisions in the contract.
Corporate event - choosing the perfect venue
For a company event to be a success, you need to choose the right place, the choice of which will largely depend on the nature of the event. If we want a sumptuous party - an elegant ballroom will be perfect. In turn, in the case of a crazy integration event, you can choose a more intimate restaurant or a garden belonging to the recreation facility.
When looking for the perfect facility, it is worth paying attention to the room, sanitary and gastronomic facilities. Additionally, it is worth choosing a facility that offers accommodation in comfortable guest rooms. This solution will save a lot of time that would have to be spent on looking for a suitable catering company and accommodation for guests. The room should be large enough to comfortably accommodate all guests. Pay attention to the amount of space at the tables, on the dance floor, so that employees can move freely.
See how to organize a party – event configurator