Planning a corporate event in London can be a challenge. From the very start there is so much choice. And that is why versatility matters when you’re planning a corporate event in London.
When it comes to event planning, flexibility is essential. Whether that’s the spaces that you have access to, the team that will support you or the logistics that could make or break your big ideas – it all matters.
Size matters
Starting from the top of your checklist, you will need to find a space that is the right size for your event.
Capacity will be key here, and then the format that the space allows for. If you want a sit-down dinner, it’s important that you make this clear when you speak to a venue. While the spec’ may say that it will allow for a maximum of 200, this may refer to a standing reception.
It’s then on to the additional requirements you may have, such as sound systems, AV, and staging. Again, don’t take for chance that a venue will simply find a stage that you can use.
In some venues, you will find staging as standard, while at others there may be an additional charge or even the need to provide something that is bespoke.
A space to suit you needs
While finding a functional space is the first priority, so too should be finding somewhere with the personality that you are looking for. Rather than going for the first venue that has a room of the right size, make sure to look around and explore your options.
Using Glaziers Hall as an example, the venue has seven unique spaces each with its own character and style. There is the Banqueting Suite for larger events, featuring fabric draped walls and chandeliers; The London Bridge Arches, a series of interconnecting stone archways, creating an intimate and wonderfully unusual event space; The River Room, boasting floor to ceiling windows that welcome in natural light and deliver panoramic views across to the City of London; and the Court Room and Library, bringing a more formal setting for dinners, ceremonies and speaker engagements.
There is also the Thames Room and Bridge Room which are ideal for off-site meetings, smaller conferences or training sessions. Of course, those planning larger events or those that require multiple spaces can book the venue exclusively, gaining access to all seven rooms where required.
An extended team
Arranging tours is a great way to meet with the team that will support you with your events. Simply make sure to ask any questions that could help to influence your decision both positively and negatively. What’s more, share any concerns and find out if there are contingencies in place should things go wrong.
It may be that you are looking for an event space for 200 to sit down and have dinner, but, later in the year, you have a smaller off-site training session. Make sure to explore both options.
If you can find a venue that has the flexibility to do both, it will save you time and hassle later in the year.
Branding your space
Not all venues will allow you to brand a space, so make sure to ask what you can and cannot personalise. Any venue that is used to delivering corporate events will know exactly what can be included and whether digital signage, props or sign posting can be incorporated into your event planning.
Again, using Glaziers Hall as an example, the venue can be fully branded. In some instances, companies using the space have featured signage throughout, with branding on the stairs, featuring above the doors, on digital signage and even on the windows in certain spaces.
This is why asking what can be achieved is so important, not least as it will impact on budgets and also expectations.
Food for thought
Don’t assume that a venue will have onsite catering. There are instances when this won’t be the case and it will be up to the event coordinator to arrange for a third-party caterer to prepare and deliver the food.
Again, this comes with restrictions.
For example, if the venue you choose does not have catering you will need to consider whether it is possible to have a caterer on site and whether hot food is an option. It may be that you need to consider a cold buffet or a simple sandwich menu if there is not the space or the access for a catering team.
Glaziers Hall has a resident catering partner, Life’s Kitchen. With full time chefs available all year round, the team works with event planners to create dishes that are inspired by locally sourced, seasonal ingredients.
This ensures that the food that is served will meet with the requirements of the event and the expectations of the guests. After all, you don’t want the food to be the one thing that your guests remember for all the wrong reasons.
Ask for recommendations
A proven way to find a venue that will meet with your needs, however complex, is to ask for recommendations. Using venue listing sites is one way and asking organisations that regularly host events is another.
Reviewing the social channels of corporate event venues is another way that you can get a sneak peek behind the scenes and find out what happens within these spaces.
Make sure to have your wish list in place first. Rather than ask for a venue that has spaces available for corporate events, ask for a venue that has showstopping spaces that are full of character and charm, giving your event a head start before the doors even open!
Share your experience
Once you’ve gone through the process and you’ve found the perfect venue for your event, which delivers the versatility and service you were looking for, make sure to pass the details on.
After all, an event planner in London just might thank you for it!