The best corporate events make business event planning look easy. If you haven't planned a corporate event before, or if it's in a new industry for you, it can feel like quite a daunting task. Never fear - we're here to make it a breeze.
Even though the decision maker might be reluctant, the first crucial piece of information you’ll need is what your budget is. Your corporate event budget will define how big the event will be, how many attendees you’ll invite, which potential venues you will choose, and even what the style or feel will be. You may need a full venue hire, or perhaps just a few function rooms, depending on the exact event - bear in mind that a corporate party will have very different requirements to event spaces made for wedding venues or for simply hosting private dining.
If your budget is looking a little on the small side, it doesn’t mean your event has to be a flop. Here are our top tips for planning a corporate event in London:
Why?
The best place to start is to think about why you’re organising an event in the first place - North West London, South London, East London, perhaps somewhere in-between? Maybe it’s a meeting, and the team feel it will be more productive and creative off-site. Or you’re organising an elaborate reception to welcome a new CEO, launch an innovative product, or planning corporate conferences and gatherings..Throughout your event planning, keep in mind why the event is happening.
Who?
So who’s on the guest list? It’s not always easy to pick who to invite, especially if your event has a small budget. Go back to your purpose - is there anyone who is crucial to achieving the purpose of the event? They should be at the top of your list, and it might be a good idea to check their calendars before you set the date. For catering and capacity considerations it’s good to get a number early on, even if it’s approximate. When you’re organising a larger event such as an all-company Christmas party, charity dinner needing private dining rooms, outdoor venues to host a popular event, or conference, it’s safe to assume that 10% of your guests won’t be able to make it - but you’ll need to be able to fit them in if they do, and may need to hire out an entire venue !
When?
You’ll need to pick a date and a time, and that will depend entirely on the event you’re organising. For meetings - whether in a traditional boardroom or a cool meeting space - it’s likely to be during the work day. For grander events - such as a corporate reception or gala - you’ll be looking at an evening slot. Weekend corporate events are still fairly unusual, but if you’re planning an away-day or team-building activity the weekend could be ideal.
Where?
Once you’ve got your budget, your purpose and your guest list you’ll be ready to pick the perfect corporate party venue. If you’re expecting your guests to come straight from the office, try finding a venue near you to make transport as easy as possible. Remember that whilst there are many venues to choose from, it would all be pointless if guests are unable to make it to the location.
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