Company Events — Getting it Right from Start

Time and again, experience of planning an event comes in of need in many companies and business operations be it for end of year party, product launches, business meetings, staff training etc. But what does it take to deliver a successful company event? Simple!!! Planning! Planning your company event needs from the earliest possible opportunity can be the make or break in ensuring a successful event. Consider any requirements ahead of any company events including a venues, hiring equipment, any entertainment and also catering the event

Finding the location

Event venues play an important role in setting the backdrop of any event. The right décor and space requirements have to be considered at this point. Take into account any issues that might arise including causes of distraction that could occur, access to parking, and accommodation for guests. Ensure that you’ve got enough space to accommodate the guests. Pricing for these could depend on the time of year or seasonal demand or size of space required or indeed the location of the venue. A city centre conference venue might turn out pricier than an out of town venue. The event venue should bring inspiration and vigour to the event and help build on their full concentration throughout the course. Distractive venues like those located near train lines or construction sites can ruin a very important event.

Consider booking venues in advance if you will be looking for any deals or savings; remembering to overestimate the numbers you think you’ll be getting in terms of attendees as a guide.

For events that will span more than a day, overnight guest accommodation may be required which might require a scour around local hotels and inns for any possible discounted rooms enough for attendees that might need them.

And if attendees are coming from a distance, it’s possible many will drive to the event. Parking enough for attendees within easy reach of the venue is important as this might cause a lot inconvenience to guests even before the start of the event.

Equipment Needs

Venues will differ in terms of their provision for equipment and utilities needs such as access to electricity or gas. Some might give you access to the utilities but still will want you to cater for your equipment needs. Some venues might be able to have basic equipment as part of their offering such as public address systems and visual aids.

This might however turn out to be inadequate for example when you need to show the event proceedings on multiple displays while the venue might only provide one. Several presents on the other hand might each require their own microphones that the venue might not have in place. It’s important every situation is considered carefully in line with its event requirements.

Extra equipment from event or venue providers will almost certainly mean more costs. In certain situations, it might be that equipment required is specialised which you might have back at the office or simply have to hire from specialist equipment hire companies. This options sometimes a lot of benefits to take the whole heat off the planning process. They often deliver and pickup and will cover such costs as insuring the damage to this equipment in the course of the event all within the hire costs. Additionally, because they’re specialised, they will most often be comparatively cheaper than hiring equipment from the venue itself who might sometimes hire it from elsewhere effectively acting as agents.

Sometimes the equipment is so specialised, buying it outright is the best options. This options comes with the convenience of having your equipment available to you for the duration of the event without ballooning costs should the event follow on. Spread over time, you will also have the cost benefits as future events won’t carry this hire cost. Of course company procedures in place will determine the nature and process of purchasing the equipment but all departments can have the use of it for the same cost.

Event Catering

Perhaps one of the most important aspects of many events. Corporate catering has to be energetic and deliver on the theme as well as be great, healthy and sumptuous. It will come at a cost however and again planning ahead and booking in a catering company in advance could bring cost savings as well as help void last minute panic. Some events will be small and the office kitchen and some biscuits from the super market will ample. For larger events for example company celebrations and product launches, it might require a professional caterer. In this case, simply asking some members of staff to come up with some sandwiches from home and hoping for the best might not be a brilliant idea.

If you will hire an outside caterer, ensure all guests interests are catered for. Its common today to find some guests will have dietary requirements, vegetarian, gluten free, halal and the like. All these requirements can easily be taken into account by planning early with your chosen professional caterer.

Professional caterers will also come in handy with coming up with the right proposal to fit the event needs. Have your guest lists dietary requirements and numbers on hand when you start ringing or Googling around. You might also require some catering equipment hire be it for cutlery, crockery, glassware or linen and furniture. Professional caterers are well in position to help you determine the exact requirements for your event based on their experience and contacts.

Food storage and transportation can be a hectic affair from experience when it comes to events with many guests. Hiring a caterer ensures you don’t have this on your shoulders. Food storage including Hot food holding and cold food handling are something that’s heavily legislated on to ensure safe food practices. Professional caterers will have their own systems to ensure food is safe for guests, delivered on time while leaving you to concentrate on the other important aspects of the event.

Finding professional caterers is something that’s easy these days. They’re available in local directories both paperback and online and search engines such as Bing, Yahoo and Google, simply key in ‘Corporate caterers in Cheshire’ for example if you are in Cheshire and of course, if you lived in London you Google it for London instead.