Setting up an event for your office? Find out what you need to consider when planning a corporate event so you can avoid any mistakes and ensure it’s a successful evening.
Logistics and Theme
Before you can set up a corporate event, you first need to understand the type of event you will be having – networking, team building, client pitch, tradeshow – as well as the purpose – to pitch a new product, drive sales, lead gen, team celebration, company camaraderie – in addition to an estimated guest count and budget. This preliminary planning process will allow you to generate ideas and lay the initial groundwork for the event. You’ll also want to decide on an optimal date and theme that will work with your audience. Depending on the type of event you plan to throw, you’ll also need to consider whether or not you’ll need guest speakers, entertainment, or any cash from ticket sales.
Venue
Once you understand the logistics and theme, it’s time to find a venue for your event. The location should be easy for everyone to get to, close to hotels and transitways if people will come in from out of town, and the right size. The venue should also have convenient onsite amenities such as free parking, WIFI capabilities, event staff, catering options, and flexible room formats.
Drinks and Food
You’ll also need to consider whether or not alcohol will be served. An annual company party might want to have a full bar but a client presentation might be better off with coffee and soft drinks. If you plan to serve food, you’ll need to arrange for a catering company unless the venue has a catering set up that you can use. The menu should also suit your event – appetizers and hors d’oeuvres for a cocktail/networking event, food stations and a buffet for a company party, and full-service lunch for a client pitch – for example.
Setup
The type of setup you use can also make or break a corporate event. If you plan to have a team-building session, you might need a few break out rooms instead of one large floorplan. A pitch or information session will likely need a theatre-style seating arrangement with a podium for participants and speakers. A corporate party would likely have an open floor area for mingling and round table set-ups for discussions and eating. Finding a venue that can accommodate a number of different room setups and seating arrangements can make your job a whole lot easier.
AV Equipment
Your corporate event may also require audio and visual equipment. You can save yourself a lot of work by finding a venue that is fully equipped already with AV equipment and staff. Most corporate events call for at least one podium, a number of microphones, a sound system, speakers, projector screens, and lighting and effects. If the venue does not stock everything, ask if they work with an AV vendor that you can rent the equipment from. The more that is arranged inhouse, the easier it will be to coordinate and keep track of.
If you’re looking to put together a successful and hassle-free corporate event, contact us at St. Elias Centre. Our venue has the perfect set up and all the equipment and tools you need. Our onsite staff, chef and event team are ready to help make your event a success!