There’s an assumption that when you’re an event planner ideas flow and it becomes second nature to create sessions that will have the audience captivated from start to finish.
We all know, that isn’t the case.
It’s a tough act to come up with new and exciting ideas every time you are tasked to plan a corporate away day, team meeting or awards celebration. Even those events that follow a structure, such as formal dinners, still require the touches that make them on brand, personal and memorable.
So how do you add value for delegates when delivering corporate events?
It starts with the planning. If you’re new to the job, then ask for examples of what has been done in the past. Not only will this provide insight into where events have taken place, but also what expectations will be set.
If you are a seasoned event planner for your company, then rip up the rule book. For example, look at venues that might bring something unique to the party.
Go back to the basics of corporate event planning: follow a process
Consider what the objectives are for the event. This will determine the theme and provide direction that you can keep coming back to when you lose your way or get caught up in the details.
For example, if you are delivering an awards dinner, start with the floorplan.
Ask yourself:
- Is there enough space for a stage and all the tables that you will need in the room?
- Can people easily get to the stage from where they are sitting if they are to win?
- What does the backdrop look like?
- What additional elements will be needed to make it your own?
- Can it be branded?
- Will the AV equipment provide you with the audio and visual capabilities that you need?
Once the stage is set, then move on to the tables. Again, provide yourself with a list of questions including:
- What will turn a tabletop into a brand experience for those that will be sat in their seats for hours?
- How can you add elements that will make this fun for them too?
- Are there centre pieces that could become a social media challenge?
- Can you add fun facts that people can find about the company that are carefully incorporated into the table decorations?
Next, it’s the catering. Again, break it down so that you can follow a step-by-step series of questions:
- Can the theme be incorporated into each course?
- If you’re celebrating a certain milestone, such as 30 years in business, what dishes were popular when you launched?
- Alternatively, can the chef take some classics and add a twist that adds some personality and a reference to your business in some way?
When you have the main points covered, do a virtual walk through of the event from start to finish. Identify what you’re missing. Do you need to cover transport to and from the venue and have you got access to directions to share with those attending?
Make sure that there are cloakroom facilities and that any additional or alternative access requirements are provided. Look at the venue and consider where branding can be added to make the space feel more your own.
If there are digital displays, consider what you could showcase on these visual signposts. It might be that a simple brand will do, a table plan or perhaps you want to make these a teaser to what people can expect later in the evening.
Putting plans into action
Once you think you have everything covered and your ready to put your plans into action, speak to the event team at the venue. Ask for their advice. It may be that they are brimming with ideas that will make your event the very best it can be.
It’s likely that they will think of technical or functional points that you have missed. Make sure to add these, along with contingencies. As we all know only too well, you can never over plan a corporate event.
Again, going back to those that have delivered many events before, think about trends that are hitting the market. Perhaps consider:
- Is there something that you can capitalise upon to add extra touches that will bring the experience to life for your guests?
- Can you add a message or even introduce an extra special guest or speaker over video link?
At every stage consider how you can add greater value for those in attendance.
When inviting people, make sure to share as much information as possible. Don’t forget the dress code and to ask for any dietary requirements. It’s often the things that we take for granted that are forgotten and can cause needless problems when you least need them.
While we’ve focused on an awards event, it may be that you are delivering a team meeting. The same general themes apply. Consider what the objectives are of the day and how this can – or cannot – be developed into a theme.
For those events that are formal and corporate, make sure to speak with the events team at the venue to make sure you are making the most of the space. It may be that you are surprised by what you can do and how additional elements turn a good event into a great experience.
Clearly, the impact of an event is often determined by the budgets you have to invest in the things that amplify the occasion. Again, if you’re struggling, make sure to speak to the events team at the venue. It may be that they have some tricks or contacts that can help out.
Corporate Event Specialists
At Glaziers Hall we deliver hundreds of events every year. Covering everything from corporate away days to product launches, AGMs to formal dinners, the team have worked on it all.
With seven unique spaces available, there is a backdrop for all occasions. What’s more, the venue is conveniently located just a short walk from London Bridge Station.
If you would like to arrange a tour and want to hear more about the spaces that we have at Glaziers Hall, please contact a member of the team.