Whether you have organised several corporate events before, or you are working with one of the leading corporate event companies in london to plan your first event, and you need to find the perfect venue, it can be a time consuming and stressful task. Depending on the size of your company, corporate events could be a small gathering or a large scale production. Regardless of how large or small your company is, corporate events are conducted for a wide range of purposes, from product demos to charity drives to a celebration of a company milestone.
We will provide a comprehensive checklist of items you will need to consider when organising a corporate event, starting from the initial planning stage, right up through to the conclusion of the event.
Style of Event
What sort of event are you planning? Is it a corporate meeting to discuss the latest quarter? Is it a teambuilding event? A charity event? Perhaps a product launch or a publicity event? Depending on the style of event chosen, you will need to choose a venue that suits that style. For example, it is unlikely that a restaurant venue will be suitable for a large scale charity or publicity event.
You need to consider the expectant guest list, including their +1’s. Are you organising a private or a public event? Is there a strict guest attendance record or is it an event that is simply open to every average Joe who happens to take an interest off the street? Both styles of event are widely used as publicity stunts for companies, so it is not unheard of for corporate events to include passers-by, even if it is just to glean information or to ask their opinion on a new product.
If you’re looking at a public event, you may want to consider arranging the location of your event for a public place, a large venue or somewhere that is easy to get to. Many people choose to host their events at locations that have flagpoles available to fly a company flag (with flagpole height residential requirements being met). This way, both the company is advertised and the location is easy to find. For more private events, you have a lot more flexibility but it is still important to consider ease of access. For example, if you are hosting a teambuilding event or a small private corporate event, make sure to consider whether or not there is public transportation available for those colleagues who may not have a car. Bus routes and local train stations need to be looked at, or you can arrange a hired coach or a carpool.
Many venue-finding websites will give local information as to the nearby transport available, accommodation if needs be and the location of the venue itself.
What is the aim of the event?
Are you hoping to improved publicity for your latest product launch? Are you arranging a questionnaire about customer service for the general public? Are you simply informing the board of your plans for the next quarter? It is important to be aware of the aim of the event, keeping that in mind when looking for your venue. If your venue does not help meet the requirements and aims of your event, you need to look elsewhere.
Does the Venue Suit your Requirements?
Again, if your venue does not meet the needs of your event, you might need to do a little more research. Consider the technological requirements of your event, for example, will you need a projector for a presentation? Do you require catering for your guests? Consult with your candidate venues to see whether or not they provide everything you need or whether you may have to outsource it.
Health and Safety Preparations
A necessary evil, once you have arranged, booked and arrived at your chosen venue for the event, you will need to go through any health and safety precautions in order to ensure the safety of your colleagues and your guests. If possible, print out clear instructional signs to be posted at regular intervals throughout the event venue; if there are no such signs already present. See if any colleagues are qualified first aiders and make them aware of local first aid supplies where possible. It is better to be over-prepared just in case of an emergency.
Concluding the Event
When organising a corporate event, be it in a Coporate Event Space near Raleigh, NC, or elsewhere, you have a company reputation to uphold. Where possible, for public events see if guests can fill out a short form documenting their experience of the event in order to collect data on behalf of your company. If it is a corporate gathering or an update on your quarterly progress, try to perhaps wind down with a round of questions from the board; if that is how your company organises events.
Every event is different, but the overall aim is to conclude the event having felt a sense of accomplishment. If your guests and colleagues conclude the event feeling satisfied or relieved that they have gotten the information they need, then you leave the event feeling more positive about the entire experience.
Of course it depends entirely on the nature and organisation of your company, but in these instances choosing the perfect venue can have a drastic effect on the success of your particular event. Be sure to do your research on the venues well in advance of the event and don’t be afraid to ask for advice from senior members of the company or colleagues if you need assistance.
Article provided by London venue sourcing specialist www.bestvenues.london, a free service designed to help you maximise your visit to the capital.