The secret to getting those company events right over and over is the basic appreciation right from the start of the planning process that they have to deliver for the needs of their guests. Many managers in the corporate world will time and again come in with a need for a company event be it an end of year party, product launches, business meetings, staff trainings or indeed celebrating company successes etc. But exactly what’s a successful company event and how do you pull off one? Well, a successful corporate event is one that delivers on its aims just as much wowing its guests list. How? Well, Simple!!! Planning!
When planning your company event it’s always wise to start at the earliest possible opportunity. This alone can be the make or break in ensuring that your event and any event for that matter is a success. Ensure to factor in any requirements ahead of any company events including venues, any entertainment that might be needed, equipment needs, and most importantly buffet catering for the event.
1. A Great Venue
The value of an Event venue to its success couldn’t be emphasised enough. Consider this well and this could play an important role in setting a lovely backdrop of any event; should a wrong venue for a corporate event be chosen however, the consequences could be disastrous and far reaching not only to the organisers but so too to the guests and everyone involved. In choosing the right venue, special attention has to be paid to surroundings, décor and space requirements. For example, it’s wise to look out for any concerns that might arise including causes of unnecessary distractions, access to parking, and accommodation for guests and many others. The space has to be ample to accommodate the guest numbers. A rule of thumb here is always to overestimate. The last thing any event organiser would want is a crammed room full of disinterested guests some barely half awake.
And as anyone could guess, event venue prices are influenced by among other things the time of year, the location of the venue and of course the venue’s significance.
A place of cultural or social significance will carry hire costs. On the other hand, a city centre conference venue compared to an out of town venue will command a premier price. The key to an event venue in corporate events is to stay true the intentions of the event. Additionally, the venue should inspire and reinvigorate to help build on guests’ full concentration throughout the course. Venues such as those near train lines or construction sites can ruin a very important event.
Another tip here is to consider booking in advance especially if looking for any seasonal or advance booking deals that many venues will have in place to try to bolster their booking book.
If your event will last more than a day, it might be necessary to look out for group accommodation bookings deals with hotels and Bed and Breakfasts in the immediate vicinity of the event venue. A conference room in the same hotel as your guests could turn out a great saving than you might not have considered when booked together.
And in case guests will be coming from a distance, it’s probable many will drive to the event. In this case, parking requirements have to be considered around the venue. It might not be the best feeling welcoming a guest half an hour late having spent that time driving around the area looking for an appropriate parking space only to notice the pay machine is broke. They will be understandably be frustrated and this might be off putting for them.
2. The right Equipment
Nearly all corporate events will require some equipment of some sort. The provision of equipment and utilities needs to events such as access to electricity or gas will differ from venue to venue. While some will have access to utilities they might still will want you to cater for your equipment needs. Others venues might just be able to have basic equipment such as public address systems and visual aids as part of their package.
For some events, this could be inadequate for their needs. An example is when events have to be screened on multiple visual displays which might require additional equipment. Having multiple presenters on the other hand might require additional microphones the venue might not have. The key here is to consider every situation so the organisers understand its specific requirements.
Remember that any extra equipment from venue providers will almost certainly add to the costs whether from them directly or hired through them.
There can be situations meanwhile where it might require that equipment need is specific and specialised. This might be a piece of equipment you have back at the office or simply have to hire from specialist equipment hire companies. In the latter case, there can be certain benefits such as free handling, delivery and pickup and insurance for the equipment all inclusive in the cost.
They often will be comparably cheaper than hiring equipment from the venue itself who might sometimes hire it from elsewhere effectively acting as agents.
At other times however, the equipment is so specialised, buying it outright is the best option. The main benefit for this is with convenience; having your equipment available to you for the duration of the event without ballooning costs even when the event follows on. Future re use will also carry just a fraction of the hire cost if at all. 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. The right equipment can be the glue in ensuring the flow of the event goes without a hitch. Disgruntled guests at the back can often become disengaged should there be a lapse in a lapse in visual and sound delivery.
3. Fabulous Food
Fabulous refreshments and food is perhaps one of the most important aspects of many events. Event catering has to be energetic, reinvigorate and inspire. It has to stay on theme as much as be decorative, healthy and opulent. Yes catering can account for the single biggest cost of many events but understandably. The rule of thumb in getting the correct catering for you event is to plan in advance.
When your event is small enough, and you are up to scratch with your cooking skills, then throw that apron on and get going the day before. There are a lot of ideas of buffets that can be delivered effortlessly in the home kitchen and still turn out great at the event. Compliment these with some office sundries that you might already have like coffees, teas, biscuits and cakes. A trip to a local super market will also reveal to some great ideas like fruit platters and cheese boards. These for a buffet of 4-10 guests can be made with ease including platters for canapés for those with a little more time on their hands.
However for larger events for example company celebrations and product launches or even that special business meeting, it certainly will require a professional caterer. In this case, simply expecting some members of staff to come up with some sandwiches from home and hoping for the best might not be a great idea.
Should you chose to use a local professional caterer be sure to have all guests interests requirements on hand so they’re properly are catered for. Many guests today will have a dietary requirement of some sort, vegetarian, gluten free, halal and the like. Planning early and getting to understand your guests list can help deliver on any of these requirements with a professional caterer.
With their wealth of experience, professional caterers can be your helping hand in helping come up with the right catering proposal and menu to suit your event. And finding one is a lot easier these days through search engine such as Google, Bing and Yahoo and local directories like Yell. Use a search term such as Corporate Buffet Caterers. In addition, they will be in position to better help with any catering equipment hire needs be it for cutlery, crockery, glassware or linen and furniture using their contacts in industry.