Company Gathering Event Rundown: How to Create and Example
Meeting & Corporate | 14/05/2025
Have you ever panicked because your office gathering’s event rundown changed at the last minute? Or perhaps you struggle with organizing an activity flow that’s both exciting and professional? Internal event committees commonly face these situations. However, fret not; there are practical tips that can help you create a compelling and enjoyable event rundown for everyone involved.
Tips for Creating an Office Gathering Event Rundown
To ensure your corporate gathering is fun and aligns with your goals, keep these essentials in mind:
Define the event’s purpose and theme
Before drafting the event rundown, first determine the purpose and theme of the gathering. Having a clear goal makes it easier to decide on the guest list, the overall ambiance, and the types of activities to include. For example, if the goal is to boost employee motivation and morale, you could organize a workshop with a theme such as “Work Smarter, Grow Together.”
Break the ice with fun games
Create a positive atmosphere by including entertaining games in the event. These activities can also serve as effective ice-breakers, especially when participants come from different departments or don’t know each other well. Suitable games for office gatherings include picture guessing games, word guessing games, or storytelling chains. If a large screen or projector is available, you can also host an interactive quiz via Kahoot.
Allocate sufficient time for each activity
A company gathering event rundown that’s too sparse may bore attendees, while one that’s too jam-packed can be exhausting. To achieve a happy medium, aim for a realistic schedule that includes transitions between activities, breaks, and room for unexpected delays. It’s wise to include a buffer time of about 5-10 minutes to accommodate any changes or lateness.
Assign a person in charge for every activity
To ensure the gathering runs smoothly and stays organized, assign a person in charge (PIC) to oversee each activity. Ensure that every PIC is familiar with the rundown and their responsibilities at least one day before the event.
For example, the MC is responsible for managing the flow of the event and maintaining participant energy. On the other hand, the documentation PIC handles taking photos and videos throughout the event.
Prepare all the necessary equipment
Even with a well-planned event rundown, technical issues such as a faulty speaker or a shortage of chairs can disrupt the proceedings. To prevent this, create a checklist of equipment based on each activity segment.
For instance, a games session might require a whiteboard, game cards, markers, paper, and small prizes. Equally important, ensure you check all equipment at least two days before the event to allow sufficient time for adjustments.
Example of a Business Gathering Rundown
After reviewing the tips above, it’s time to create a gathering event rundown for your company. Here’s a sample rundown you can use as a reference:
▪Event theme: Work Together, Grow Stronger
▪Duration: 3 hours
▪Participants: All company employees
| Time | Activity | Duration | PIC |
| 08.30–09.00 | Registration and welcome drinks | 30 mins | Event reception team |
| 09.00–09.10 | Opening by the MC | 10 mins | MC |
| 09.10–09.25 | Company CEO’s welcome speech | 15 mins | Company management |
| 09.25–09.45 | Fun icebreaker games | 20 mins | Event team |
| 09.45–10.30 | Session I: Collaboration Strategy Workshop | 45 mins | Speaker & moderator |
| 10.30–10.45 | Coffee break | 15 mins | F&B team |
| 10.45–11.30 | Session II: Discussion panel | 45 mins | Panelists & moderator |
| 11.30–11.45 | Group games & prize giveaway | 15 mins | Event team & MC |
| 11.45–12.00 | Closing, thank you speech, and group photo | 15 mins | Documentation team & MC |
Recommended Spacious and Comfortable Venue for Office Gatherings
To support a successful office gathering, an effective rundown should be accompanied by the right venue. You can achieve it by hosting your event at a spacious and comfortable location, such as the Function Hall at Veranda Hotel Pakubuwono.
Various meeting packages are available to suit your gathering needs — from coffee break meetings to half-day, full-day, and full-board meetings. Each package includes facilities to ensure the event runs smoothly, such as a meeting room equipped with tables and chairs, multimedia equipment, Wi-Fi connection, and catering services. Additionally, Veranda Hotel Pakubuwono’s meeting packages provide gathering essentials like pencils, notebooks, bottled water, and mints.
Creating an event rundown isn’t just about planning a sequence of activities; it’s about setting the tone, pace, and overall success of the gathering. Just as important is choosing a venue that can fully accommodate your event needs, such as the Function Hall at Veranda Hotel Pakubuwono. Click here to explore meeting packages that best suit your gathering!
