What do you need to prepare to organize a year-end corporate event? Gala dinner, year-end party, year-end party

To organize a successful Gala Dinner event and create a good impression for the company, you need to prepare carefully according to the detailed steps and items. Below are the procedures and checklists to prepare
I. Planning Stage

This is the most important stage, determining the success of the event.

Determine the purpose and audience:
Purpose: Celebrate the establishment, thank customers/employees, year-end summary (Year End Party), launch a new product, or combine team building.
Audience: Number of guests (employees, partners, customers), age, interests... to choose the appropriate theme and activities.
Develop a theme (concept) and ideas:
The theme will govern all elements from decoration, script to costumes. Some popular ideas: Luxury Gala Dinner (Traditional Gala Dinner), "Oscar Night", "Aloha Party" (Hawaii), "Casino Night", "Retro/Vintage", "Time Travel"...
Name the program impressively and unforgettable.
Estimate the detailed budget:
Allocate the budget for the main categories: Location, cuisine, decoration, sound - light, MC, performing artists, gifts, incidental costs (about 10-15%).
A detailed estimate helps control costs and avoid waste.
Choose the time and location:
Time: Choose the most convenient date and time for the majority of guests (weekend, evening).
Location: Hotel, conference center, restaurant, or resort (if combining tourism/team building). The location needs to be suitable for the scale and theme of the event, ensuring a spacious, airy space with parking.
Program script:
Detailed script for each time period: Welcoming guests, settling seats, MC introduction, opening, speech, opening party, art performances/games, award ceremony (if any), closing.
Including backup script for incidents.
Determine items to rent: Sound, lighting, LED screen, stage, backdrop, tables and chairs, projection equipment, etc.

II. Implementation Phase

Design and send invitations:
Design professional and beautiful invitations (paper or electronic), clearly stating the time, location, theme and dress code.
Send invitations early and confirm the number of attendees to prepare the menu and seating.
Prepare content and personnel:
Content: Speech of the leader, list of awards, art performances (hire singers/dance groups or company employees to perform).
Personnel: Assign specific tasks to each department (welcoming guests, technical, logistics, MC, entertainment support staff, etc.).
Prepare gifts and prizes:
Prepare gifts for guests when leaving, prizes for games or outstanding individuals/groups.
Cooperate with partners (if any): If hiring an event organizer or individual service provider, it is necessary to sign a clear contract and regularly coordinate work.

III. Implementation and Inspection Stage

General rehearsal of the program:
Before the event date, organize a general rehearsal to check the entire script, sound, light, screen, coordination between MC and performances.
This helps to limit risks and ensure the program runs smoothly.
Final check:
Review the guest list, seating chart, menu, and all technical items on the day of the event.
Coordination and handling of situations:
During the event, ensure that all activities take place according to the script.
Have a plan to quickly handle situations that arise (e.g., technical problems, late guests, etc.).

Careful preparation according to the above steps will help you organize a successful Gala Dinner, leaving a good impression on guests.

Including, LED screens are one of the necessary equipment to display images, products, services, reported issues, images, videos of achieved projects as well as examples that need to be commended and rewarded.....

Popular LED Screen Types

Rental units often provide many different types of LED screens, which are mainly distinguished based on the distance between pixels (P):

Indoor LED screens: Usually use P2, P3, P3.91, P4, P5. Types with small P index (such as P2, P3) give sharper images, suitable for close viewing distance.
Outdoor LED screens (Outdoor): Usually use types P3, P4, P5, etc., with high brightness and better water resistance and weather resistance.

LED Screen Rental Process

When you need to rent an LED screen, you should contact the suppliers directly for advice and detailed quotes, because prices may vary depending on the screen type, size, rental time and technical requirements:

Determine your needs: You need to clearly identify the type of event (indoor or outdoor), the desired screen size and usage time.
Contact for advice: Companies will plan and perspective the LED screen for free, helping you choose the type of screen that suits your budget and requirements.
Installation and operation: Professional technical team will carry out construction and disassembly safely, technically and on schedule.
Technical support: Most units have a technical support team throughout the event.