Everything You Should Know About Planning Your Next Corporate Event

Corporate event planning requires attention to detail and dedication to making the best choices for a successful event. At the heart of every successful corporate event is a venue designed to support the unique needs of your company and your guests. Planning in Miami gives you access to a number of venues that fit all budgets and include a variety of features so you can make the best decision. Choosing a venue isn’t always easy, even in areas as popular as Miami. When it’s time to plan your next event, consider the following factors when choosing your meeting space:

Choose a Centrally Located Venue

The key to finding the perfect location for your next corporate event is the location of the party hall. If the individuals who attend are local, such as only employees or businesses in the area, choosing a venue close to the office may be best. However, if attendees will be coming from across the country or around the world, finding one close to the airport or the hotel they will use is best. Ensure your guests arrive in a stress-free state by choosing a venue in a central location that’s easily accessible from public transportation including airports and train stations, as well as offering parking for attendees who arrive by car.

Plan for Group Size Flexibility

Finding out how many people will attend your event or knowing an approximate head count is necessary for proper corporate event planning. This will ensure you choose a venue that has enough room for everyone. Make sure the venue offers comfortable, relaxing meeting areas that allow attendees to stay focused on the presentations rather than being distracted by uncomfortable seating or poor lighting.

Every venue is likely to have a set capacity so you can choose one that is the right size for your event. While a larger room may have plenty of space for everyone, it can cost too much if you rent a room that is much larger than your needs. In this event, you are wasting money you could spend on other aspects. Since group size can vary dramatically based on last-minute and later registration, having a venue that has a variety of spaces to comfortably accommodate groups of varying sizes is essential to ensure your event runs as smoothly as possible.

Ensure Cutting-Edge Tech Support

Meetings today are highly dependent on tech options including video and audio systems. Be sure your venue is able to support today’s state-of-the-art audiovisual products for seamless presentations. Make sure your site features ample outlets for attendees to power up laptops for note-taking during presentations as well.

Opt for On-Site Catering

Keep your meeting as convenient as possible for your guests by choosing a location that offers on-site catering so guests don’t have to leave midday for meals. Offering meals on site also means it’s easier to keep your event presentations on track and on time.

Shop Early

You aren’t the only company going through corporate event planning in Miami. Take this into consideration when planning your next event. As soon as you have a date for the event, start looking. The earlier you start the process, the more likely you are to find a place that meets your needs exactly. This means you won’t have to settle for one that is less than perfect.

Consider Fun Ideas

If you’re in charge of planning a corporate event, you know how important it is for everyone to have fun while team building. If your office is tired of going to the same type of events, it may be time for you to step up and show your office a good time. If you’re at a loss for ideas, here are some ways to amp up the fun at your next corporate event.

• Rent a beach house.
  One of the best venues for throwing an all-out company retreat is a large estate. They’re private, they’re fun, and they provide plenty of opportunities for outdoor activities that will encourage company bonding.
• Have a company happy hour.

After a long and stressful week at the office, who wouldn’t love a chance to unwind with some coworkers? Spending for cocktail hours has risen to 76% from 69% in 2010, and it’s not for no reason — they can truly be an absolute blast. This can be an event held at a restaurant, bar, or even a coworker’s house. Bonus points for organizing drinking games!

• Volunteering.
  In the midst of our chaotic lives, it’s important to remember that giving back to the community is valuable and fulfilling. Organize a group of coworkers to attend a park to pick up trash, a soup kitchen to help serve, or a retirement home to assist in elderly activities. Whatever the cause, it’s certain to be a success and promote a special sense of togetherness that you don’t always get with other team building activities.
• Go to a sporting event.
  Sports are something that bring people of all ages together for a night of fun. You can place bets, carpool together, and root for your favorite team all at the same time. What’s not to love?

Planning for a corporate event can be a time-consuming process. Whether you are doing it for the first time or have planned other events before, these tips will help you stay within budget and find something that best meets you and your team’s needs. Corporate events should aim to motivate, educate, and inspire your fellow employees. Your company works hard, and they should be recognized and rewarded for it. The key to maintaining employee satisfaction is continued respect and recognition. Take your time in planning special events, and always express continued appreciation and support to your employees.

Even for the biggest events, it’s the little details that make a meeting memorable. An uncompromising attention to detail has helped Renaissance become recognized as the best venue for corporate events in Miami. In addition to providing a beautiful, centrally located setting, we provide a skilled planning staff to make sure no detail is overlooked so you can relax, knowing your guests are in good hands. Reach out today to start planning your next corporate event.