As corporate events regain a foothold in the company calendar this year, event managers are increasingly looking to get the most out of their events and provide an opportunity for their teams to reconnect to socialise, network or train together.
Whether a hosted conference, private dining, or anything in between, here at the HAC in central London, we help a range of companies with their event planning needs. From planning an event, to booking the event space, to managing that all-important budget, we know there are many plates to juggle.
So how do you get the most out of your event? Here are eight planning tips to help you navigate the corporate event planning process with ease.
Recognise why you need a corporate event
While it’s easy to hold virtual events from the comfort of your own kitchen-cum-meeting-room, after prolonged periods of remote or hybrid working, your team will want to meet everyone face-to-face again - or even for the first time. After all, it’s not uncommon nowadays to join a company without physically meeting anybody, or experiencing the workplace culture, or knowing how many sugars people have in their tea.
Research shows that we are happier when we make social connections, which is much easier to maintain in person than virtually. Therefore, corporate events should always feature in the event calendar.
Decide on a format to suit your company
When planning an event, it’s important to make sure the format is appropriate for your type of event or the size of your team. For a small company, an intimate and private diningcexperience at a unique event location can really make the difference between your team making special connections and memories, and perceiving it as ‘just another corporate event’.
Meanwhile, for medium to large companies, holding a classic summer party, awards ceremony or AGM at an exclusive London event venue will entice the team to get back together under one roof.
Start your planning early
Events of any size take time and patience to plan, so start as early as you can and map out the months, weeks and days onto a spreadsheet or project management tool to ensure you don’t miss even the smallest event details. Make sure you include the following checklist:
- Choose your venue
- Book your speakers/activities
- Book your catering
- Organise your audio and visual
- Plan your marketing strategy
Choose the perfect venue
This part of corporate event management can make or break the event before it’s even begun. The talk of the office (or Zoom, Slack, Google Chat …) will be around the event, with conversation buzzing about getting the team back together. Needless to say, booking the local Wetherspoons with a Christmas-jumper dress code probably won’t hit the mark.
Therefore, choosing the right event space is key. If you’re looking for a versatile London event venue, the HAC offers the culture, history, experience and charisma to turn any stuffy corporate event into the event of the century. Or if you’re looking outside of the city, why not use a dedicated UK event space directory to help with your search.
Ideally, your venue needs to be accessible to all delegates, sustainable, and have the ability to provide all your event needs under one roof, including professional catering and audio-visual facilities.
Invest in professional catering
If your corporate event is a full-day affair, catering is a must. Whether you need snacks and light refreshments at midday, or a three-course sit-down meal with expertly chosen wine, make sure you invest in a professional catering service to provide this for you.
Many London venues will offer their own in-house catering team as part of the deal, meaning you can take advantage of special pricing packages.
Book your activities/speakers in advance
This could be your team-building activities or your speakers for the day. The activities you book will depend entirely on the goal of your event, so once you’ve established your objectives, the activities should fall into place smoothly.
Do your research and choose reputable individuals and/or companies that can provide social proof for the work that they provide. Many top venues will have a list of preferred suppliers, so speak to them first to glean from their experience.
Don’t forget the smaller suppliers too. It’s all well and good booking the best thought leadership speaker in town if you don’t have anyone to capture it. Depending on the size of the occasion, an event photographer and/or videographer can be useful in capturing your event in all its glory.
Enhance your event with AV
Whether it’s for a simple presentation deck or a full-on branded light show, you can’t run a successful event with some form of AV support.
Just like booking the right catering and activity services, securing the right AV package is crucial. Choose a venue with state-of-the-art audio visual facilities and an expert on-site team so you can concentrate on running your event.
Depending on your requirements, some venues will offer an in-built atmospheric, remote- controlled lighting scheme as standard, to help you really make the most of your surroundings and build upon your company’s brand or event theme.
Make a splash with your marketing
Whether your corporate event is internal or external, make sure you market it appropriately. From posting updates on social media to widening your audience with paid advertising campaigns, make sure you’re using the right mix of marketing channels for your event.
If you’re planning to offer materials to your delegates, make sure you’ve considered how much you’re printing and whether you can share any of your resources digitally before or after the event. For instance, does your welcome brochure need to be printed? Can you create an app that allows your guests to check in, network and leave feedback automatically?
Of course, depending on the size and expertise of your IT team, this is another service that can be outsourced to make your load a little lighter. There are plenty of digital marketing agencies out there, but only a smaller number with event specific marketing experience. So again, do your research and ensure the solution you choose fits your purpose and budget appropriately.
Corporate events at The HAC
Successful corporate events don’t just happen overnight. But after prolonged periods away from social interaction, they can be just what your team needs. And for you as an event planner, with some careful planning and preparation, they can prove one of the most enjoyable and rewarding jobs you can do.
Here at the HAC, we have a highly experienced corporate event planning team with multiple event spaces to offer. Our historic venue provides a versatile and unique setting for your board meeting, AGM, intimate dinner, or corporate event. To find out more about how we can help make the most of your event, contact our team today.
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