How to Effectively Plan Your Next Embassy Event

How to Effectively Plan Your Next Embassy Event

Are you planning a large-scale embassy event? Even if it’s your hundredth event, it’s important to have a well thought out, detailed plan. If you’re just getting started, this short guide can help you effectively plan your next embassy event and ensure it’s a raving success.

Find a Large and Flexible Space

Embassy events can often encompass up to 1000 guests. A successful event of this size requires a great venue with an event planning team who can help you plan everything from beginning to end. The venue has to be large enough so it can comfortably fit everyone inside while remaining flexible in case you have fewer attendees to accommodate. And depending on the format, you might also need space where you can offer break-out rooms for private meetings.

Pick a Full-Service Venue

You can save a lot of time and money by arranging a venue that covers everything in-house, from the catering, bar service, staffing, AV equipment, and event planning. Finding a location that also offers free high-speed internet, ample parking, and modernized décor can make your life a whole lot easier during the process too.

Arrange for Security Detail

Event planners should be prepared for high profile guests that might need security or special services. Reach out to each department to find out what security detail is required and make sure to update the appropriate staff at the venue so they can have everything in place in advance.

Prepare for Travel

When planning an embassy event, you’ll need to consider the logistics of those coming from out of the country. This includes accounting for the time difference and any visa requirements for travelers on the agenda. When you have a number of guests traveling, it’s important to book a venue that is within close proximity to the airport, transit, restaurants, and hotels to make traveling to and from the event seamless. It can also be beneficial to your guests to block out a number of rooms in a nearby hotel and arrange for an airport shuttle to the event.

Whether you’re planning an embassy event, wedding, or conference, St. Elias Centre offers everything you need for a successful gathering. We offer over 11,500 square feet of flexible, newly renovated space with a range of services for our guests. We’re also strategically located minutes away from the Ottawa International Airport and close to major hotels and attractions. Our caring and professional staff are at your service and are here to help you plan your next party or event with ease. Learn more about what we can offer you by contacting us today!