How To Run a Top Class Corporate Event
Numerous corporate managers come to us with a requirement for a company event, whether it is an end of year party, product launches, business meetings, employee training, or simply celebrating the company’s accomplishments, among other things.
But what actually constitutes a good workplace event, and how do you go about putting one together?
A successful business event is one that accomplishes its objectives while also impressing the attendees on the guest list. How? It’s as simple as that!!! Planning!
Start arranging your company event as soon as feasible after receiving approval from your executive management team or board of directors. Even this one factor can make or break the success of your event, or the success of any event for that matter, so plan carefully. Consider all of the requirements for any company events in advance, including venues, any entertainment that may be required, equipment requirements, and the most crucial necessity of all: buffet food for the event.
An Outstanding Location
It is impossible to overstate the importance of an event site to the overall success of the event. This is something to think about carefully because it could play a significant role in creating a beautiful backdrop for any event. However, if the wrong venue for a corporate event is chosen, the consequences could be disastrous and far-reaching not only for the event organisers but also for the guests and everyone involved. When selecting the appropriate venue, extra consideration should be given to the surrounding area, the décor, and the amount of space required. For example, it’s a good idea to keep an eye out for any potential issues that can occur, such as sources of unneeded distractions, parking availability, and guest accommodations, among many other things. The amount of room required must be sufficient to accommodate the expected number of guests. The rule of thumb in this situation is to always overestimate. The last thing any event planner would want is a jammed room full of indifferent attendees, some of whom are barely awake, to begin with.
And, as anyone might expect, the cost of an event site is determined by a variety of factors, including the time of year, the location of the venue, and, of course, the significance of the venue.
Hiring a location with cultural or social value will result in additional expenses. In contrast, when comparing a city-center conference venue to an out-of-town conference location, the city center conference venue will charge a premium price. The most important thing to remember when choosing an event site for a corporate event is to stay true to the event’s purpose. The setting should also motivate and reinvigorate attendees, allowing them to maintain their full concentration throughout the course of the event. Locations near railroad tracks or construction sites, for example, might make a really essential event a disaster.
Another suggestion is to consider booking in advance, particularly if you are interested in taking advantage of any seasonal or advance booking specials that many venues will be offering in order to try to increase their booking book.
It may be necessary to look for group accommodation reservations deals with hotels and Bed and Breakfasts in the neighborhood of the event location if your event will run longer than a single day. It is possible that booking a conference room in the same hotel as your guests will result in significant savings that you may not have anticipated when booking everything together.
Furthermore, if visitors are traveling from a distance, it is likely that many will drive to the event. In this instance, it is necessary to address parking requirements in the surrounding area of the venue. It might not be the finest feeling in the world to welcome a guest who has arrived half an hour late after spending that time driving around the neighborhood looking for a suitable parking space only to discover that the pay machine is broken. The fact that they will be frustrated is understandable, and this may be off-putting to them.
Having the Proper Equipment
Almost every corporate event will necessitate the use of some type of equipment. Providing equipment and utilities for events, such as access to electricity or gas, will differ from one location to the next depending on the venue. Despite the fact that some will have access to utilities, they may nevertheless require you to provide for your own equipment needs. In some cases, basic equipment such as public address systems and visual aids may be included as part of the package for other locations.
For some events, this may not be sufficient to meet their requirements. For example: when events must be broadcast across a number of different visual screens, more equipment may be required. In contrast, having many presenters may necessitate the use of additional microphones, which the venue may not be able to provide. The key here is to take into account each situation so that the organizers are aware of its special requirements.
Keep in mind that any additional equipment provided by venue suppliers, whether purchased directly from them or rented through them, will almost probably increase the expenses.
In the meantime, there may be instances in which it is necessary to have equipment that is specific and specialized in nature. This could be a piece of equipment you already have at your disposal, or it could be something you have to hire from a specialized equipment rental company. There may be some advantages in this situation, such as free handling and delivery, as well as insurance coverage for the equipment, all of which are included in the overall cost.
They are frequently comparable in price to hiring equipment from the venue itself, which may occasionally hire equipment from elsewhere, essentially acting as agents for the client.
However, when the equipment is really specialized, purchasing it outright is the most cost-effective solution. The biggest advantage of this is convenience; having your equipment available to you for the duration of the event without the cost increase, even after the event is over, is a huge convenience. The cost of future re-use will be a fraction of the initial hire cost, provided it is even possible. While company procedures will dictate the kind and process of obtaining the equipment, all departments will be able to benefit from it at the same price regardless of where they are located. The proper equipment may act as the glue that holds the event together and ensures that it runs smoothly. Customers in the back can become disinterested if there is a delay in the supply of visual and auditory content for an extended period of time.
Many gatherings are centered around delicious drinks and food, which is undoubtedly one of the most significant aspects of the event. Food served at events must be energizing, reinvigorating, and inspiring. It must adhere to the theme in addition to being aesthetically pleasing, healthful, and opulent. Certainly, catering can be the single most expensive aspect of many events, but this is understandable. When it comes to acquiring the right food for your event, the golden rule is to plan ahead of time.
When your event is modest enough, and you are confident in your culinary abilities, don’t be afraid to put on your apron and get to work the day before the event. The internet is stocked with ideas for buffets that may be prepared quickly and easily in the home kitchen and still turn out well at the event in question. Complement them with any workplace sundries that you may already have on hand, such as coffee, tea, biscuits, and cakes, to complete the presentation. A trip to the local supermarket will also yield some fantastic ideas, like fruit platters and cheese boards. The following can be created quickly and easily for a buffet of 4–10 guests, including platters for canapés for those with a little more time on their hands….
However, for larger occasions such as company celebrations and product launches, as well as for that important business meeting, a professional caterer will almost probably be required to provide the food. Expecting some members of staff to bring some sandwiches from home and hoping for the best in this situation may not be the wisest course of action.
If you decide to hire a professional caterer, make sure you have a list of all of your guests’ interests and dietary restrictions available so that they may be adequately accommodated. The majority of today’s guests will have dietary restrictions of some sort, such as vegetarian, gluten-free, halal, and so on and so forth. Planning ahead of time and getting to know your guest list might assist you in meeting any of these needs when working with a professional caterer.
Professional caterers can assist you in developing the most appropriate catering proposal and menu for your event based on their extensive knowledge and experience. And finding one these days is a lot easier thanks to search engines like Google, Bing, and Yahoo, as well as local directories such as Yell and Yellow Pages. Make use of a search term such as “Corporate Buffet Caterers” to find what you’re looking for. Additionally, they will be in a better position to assist with any catering equipment rental needs, whether it is for cutlery, crockery, glassware, linen, or furniture, due to their industry connections and knowledge.
Most importantly, they can assist with food preparation and storage as well as transportation, which can be a stressful endeavor when it comes to larger occasions like weddings and corporate gatherings. When you hire a caterer, you are relieving yourself of this responsibility. For good reason, food storage and handling, particularly hot food holding and cold food handling, is tightly regulated in order to maintain safe food handling practices. The processes used by professional caterers will include checks and balances to guarantee that food is safe for visitors and that it is delivered on time, allowing you to concentrate on your guests and the requirements of your event.