With many corporate function venues around, how do you choose the right one? This, alongside other questions, are nothing but valid. After staying home for about two years, you’re raring to socialise once again. Therefore, these venues start coming back to life.
Given this situation, this article aims to reacquaint you with the entire venue selection process. Get to know the important steps you need to take when choosing the space for your specific event. More so, stay abreast with the reminders you’d pick up as you read along. So, are you ready? Let’s begin…
Introduction To Corporate Events
What is a corporate event?
A corporate event is one organised by a corporation or business. These are often used to promote a product, service, or brand. It can be used as a marketing or PR tool. They can also be staged to build morale and relationships within a company.
Entertaining clients and customers may be one of its purposes, too. Common types of corporate events include conferences, conventions, and trade shows. We also don’t want to leave out seminars, workshops, and team-building activities.
What are corporate events for?
Corporate events are held for a variety of reasons. These are just some of them:
- product launches
- company milestones
- team building
- networking
- alignment
There are a few things to keep in mind when planning corporate events. First, you’ll need to decide on the theme. This helps you determine the type of event space you’ll need. Also, it becomes easier to decide on the activities and entertainment.
Different types of corporate events
When it comes to corporate events, there is no one-size-fits-all solution. The best way to ensure a successful event is to work with an experienced event planner. This professional helps you customise the event to meet specific goals and objectives. Here are some types of corporate events for your reference:
Conference
This is a great way to bring together employees from different organisations. It is also an opportunity for networking and building relationships. You get to have this connection with other professionals in your industry. When planning a conference, it is important to consider the overall objectives of the event. More so, it is a good idea to know how it will fit into the company’s business strategy.
There are a number of factors to consider when planning a corporate conference. The first step is to determine the purpose of the event. What are the specific goals that you hope to achieve? Once you know the objectives, you can start to plan the details of the event.
The next step is to determine the audience for the event. Who do you want to target with your conference? This helps determine the type of speakers and topics most relevant to the audience. It is also important to consider the size of the group being reached. If it’s for a large conference, it’s necessary to book a big banquet hall or auditorium.
Once you have determined the purpose and audience, start planning the logistics. This includes booking the corporate function venue, ordering supplies, and making travel arrangements. It is also important to create a marketing plan to promote the event. It has to have website creation and send out e-newsletters. You may also want to consider distributing fliers.
Product Launches
Companies take their time in carefully planning events like this. Of course, launches are meant to bring noise and attention to a specific product. This includes all sorts of advertisements and other marketing programs. But, everyone in the company has to get excited about the product first. Therefore, they all need to congregate in one big venue for this purpose.
Product launches are meant to be inspirational and exciting. It is filled with a lot of cheering, chanting, and motivational speaking. As such, they need a venue with an outstanding sound system.
More than anything else, it has to be large enough to fit everyone. Once the most appropriate venue is secured, then the rest of the preparation steps ensues. The point is everyone has to leave the event with so much trust and belief in the item before going public.
Company Sports Tournaments
When product launches are most held indoors, sports tourneys go the reverse way. Since most sports are best enjoyed outdoors, a park or field are great options. Many employees look forward to this event, which is usually held annually.
This is the time when they can all relax and let their hair down. As they do, the sense of teamwork and camaraderie are significantly enhanced. As such, everyone’s ties become even stronger.
Since parks and fields are mainly used by the public, secure a permit first. This is necessary for everyone’s sure that the event won’t disrupt traffic flow. Another reason is to ensure that it starts and ends at a specific time.
You see, sports tournaments make a lot of noise. Therefore, it should not disrupt other activities such as church services or school activities.
Trade shows
This is pretty much similar to conferences. Trade shows are often energetic and full of excitement but do not need too much loud chanting like in product launches. The main point of this activity is to introduce various products and services to the crowd.
With the right marketing and advertising, this event may be packed with visitors. Therefore, you need a venue that’s wide enough to accommodate the following:
- booths
- stage
- sound system
- props and set decoration
- displays especially for vehicles, heavy equipment, machinery, gown collections, etc.
- tables
- catering section
- and many more
Because trade shows are effective, there are a lot of venues that can accommodate them. Some are even especially dedicated to holding such events. There are hotels and huge convention spaces.
Trade centres and halls are also found everywhere. However, these are mostly located within the CBD for convenience purposes. So, if you are planning to hold this kind of event, head downtown and check for venues.
Awarding ceremonies
This is perhaps one of the most-loved corporate events. Nothing beats recognising everyone who has become integral to a company’s growth. Awarding ceremonies may be a standalone event.
However, it can also be integrated with other events such as tournaments or product launches. Depending on the overall theme, awards night may be as formal as The Oscars. On the flip side, it may even be as fun and exciting as the Superbowl Half Time.
Big corporations have their own multi-purpose halls within the complex. This way, they don’t need to hire a venue anymore. However, those who don’t may find trade hotel banquet halls a good venue for this.
Event spaces such as halls and function rooms are versatile anyway. It can accommodate any theme. The overall mood and ambience of the space depending on how it is styled for the occasion.
Board Meetings
Board meetings are special because all the leaders of every department come together. This is an opportune time to discuss the following:
- company profitability
- liquidity
- company updates
- departmental accomplishments and challenges
- sales and revenues
- liaison with other departments
- other pertinent organisational issues
Most companies hold this in their conference room or perhaps the biggest meeting room. However, some also prefer to hold it outside the office. This way, the change of venue may make participants more relaxed and engaged.
Holding the meeting elsewhere also breaks the monotony of just being inside the office all the time. Depending on the number of attendees, a mid-sized function room may be enough.
Shareholder Meetings
This is almost similar to board meetings, only more attendees are expected. Such an event is not only attended by top managers of the company. Of course, shareholders take the spotlight.
Therefore, the venue must be spruced up to impress the guests. Know that most of them are top corporate executives. Some of them may even own big corporations. As such, they have higher expectations.
The venue must have the best audio-visual system. More so, the venue must look plush, corporate, and classy. The carpeting may be necessary for that added touch of style and functionality.
If you didn’t know yet, carpets absorb noise which produces less echoing and feedback. Tables and chairs have to also be ergonomic yet stylish. And let’s not forget about the catering! Impress your esteemed guests with catering in South East Melbourne with the finest dishes you can offer. Give them the memorable dining experience they deserve!
Steps To Plan A Corporate Events
Know the purpose of your event
People hold events for a myriad of reasons. Therefore, it is essential to go to the centre of your purpose. What is it really for? Is it to award achievers? Could it be to introduce a specific product? Is it for mere bonding and team building?
Finding out the core of the event then leads you to the most appropriate venue for it. After identifying the most ideal location, then all other aspects of the preparation may ensue.
Set a budget
Truth be told, the event won’t happen if you don’t have the budget for it. Regardless of the spending, a certain amount must be allotted to make it possible. Fortunately, different venues offer flexible terms. This is to accommodate varying budgetary requirements and limitations.
Some have comprehensive packages that take care of everything. When computed, it turns out to be a bargain compared to simply going for venue hire. Take your time to scout for such venues. Surely, there will be one that’s suited for the event you wish to host.
Create a project timeline
Events Management heavily relies on timelines and/or deadlines. The simple fact that you need to accomplish a lot on a given specific date already makes everything timebound. Therefore, strict adherence to set schedules needs to be observed at all times. In order to do this, list down all the deliverables. Some of them are the following:
- forming a committee
- finding a venue
- venue/set design
- inviting speakers and/or performers
- final guest list
- audio and video system
- catering
- other event aspects
When these factors are laid down, it then becomes easier to set a target for each. To make it more streamlined, designate point persons. This way, coordination becomes more manageable. Remember, events without a single glitch only happen in a fantasy world.
Since we all live in reality, we know that screw-ups will happen regardless of the preparation. Therefore, every event planning member should have a contingency plan in place. You can be assured that everything will still be timeline-adherent no matter what mishaps happen along the way.
Decide on your audience
This is plain and simple. If it’s for a shareholders’ meeting, then limit it to those with shares. For the product launch, prioritise the ones under the sales, marketing, and advertising department. Case in point: select guests who would significantly benefit from the event.
Safety Guide for Meetings and Events During Covid-19
Covid-19 took everyone by surprise. It literally crippled all of us. Different industries suffered on an unimaginable scale. Of course, the Events industry never got spared. For about two years, it took a nosedive. With all social events and functions cancelled, many function venues in Melbourne closed down. Unfortunately, some did permanently.
But, the world is opening up once again. Thankfully, the industry is once again on a roll. Businesses are slowly making up their losses. Event venues are open again. Even better, they are getting fully booked after a period of being stagnant.
However, we are still not free from the clutches of Covid-19. As such, different measures still have to be in place as we continue with our lives using different venues. Here are some of them:
Get jabbed
Though we are not yet out of the woods, getting vaccinated gives a significant layer of protection. Therefore, it enables you to move about without being too vulnerable. As such, you can go to different events without worrying too much. With everyone else vaccinated, Covid transmission becomes even more controlled.
Social distancing
With vaccination, it makes it easier to be closer to one another. However, it is still best to keep your distance. In instances when you’re just listening, position yourself quite distant from the rest. Don’t worry, no one will think you’re a snob.
Everyone will surely understand why you are keeping your distance. This is also precisely the reason why event organisers have to choose a larger venue even for smaller events. Some may still want to practice distancing.
Sanitising all the way
Yes, we all still need our hand sanitisers and alcohol! Never leave home without them. Applying these disinfecting solutions has become part of our lives. Therefore, continue doing them. You never use them enough. This is especially the case when you are out attending an event. In cases, you can’t resist shaking hands, immediately use your sanitiser.
Mask up
This is highly controversial. Many cities/countries have made masks optional. While you may already go about your day-to-day routine without it, it’s best to still wear them. This practice definitely comes in handy during events.
It pays when you are still extra careful. And no, no one will think you are a freak for wearing a mask. They know that you are just being conscious of your health. Of course, that can never be wrong.
In conclusion
Events will not be special if not for corporate function venues around. As the world reopens, we get introduced to these wonderful spaces again. It’s great that you were reacquainted with the steps needed to host a successful corporate function. Going through the list provided shall aid you in the planning stages. The entire steps won’t necessarily be a walk in the park. However, this article should make the process easier to manage.
Speaking of venues, you want nothing but the best right? The need to have the most awesome space becomes even more resounding after being cooped up at home. Well, we have the answer for you. Have your events and special moments at The Clayton Hotel. Don’t believe us? Well, book a site tour and be prepared to be mesmerised. So, what are you waiting for? Get in touch with us now.
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