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How to plan a corporate event

Enjoy this guide to planning a successful corporate event and bookmark the link for easy reference. The suggestions are based on corporate events covered by our band and we hope that you find this guide to be useful and informative. If you wish to use our service for music during the event, please send an enquiry from the contact page.

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Planning corporate events is exciting as there are many stunning venues, each offering a unique characteristic and charm. The corporate hospitality sector has also become much more creative when planning events by utilising all the different venues including art galleries, museums, wine cellars, roof gardens, country estates, Aircraft hangers and high towers.

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Planning requires skill and expertise, so consulting a company that provides corporate event services with a proven track record is a good idea. They will offer solutions and have established relations with specific suppliers. There are some that we can recommend and we have created a pin board with images of amazing locations to stimulate creative ideas. 

If you are the person who has been given the assignment, then the best way to start planning your corporate event is by working out the scale and the main features that you would like to include. Think about creating wow factor from the moment that the guests arrive.

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You will need a checklist and a strategy before you pick up the phone or mouse to contact anyone. On the checklist, you need to visualise the whole sequence from sending the invitations, programs, name tags; the service format, the service style, seating formation etc, through to other cosmetic features such as the room decor, plants, lighting, audio and even a podium. The choice of venue will have a direct impact on many of the ideas that you can include.

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If you choose a venue in central London, you can expect a range of traffic related problems which are easily avoided by hiring a venue on the outskirts of London.

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You will also need a good eye for detail as many venues are not impeccably maintained. There are lots of indicators that give clues to this, even things like poorly maintained flower beds can be considered a red flag; compare that to venues with vibrant flower beds. The best ideas are usually very simple and planning a corporate event is not different, except that there is no margin for error. The key consideration will always be the budget, and experience shows that sourcing the cheapest solutions is taking a significant risk. Expectations are higher than ever in the corporate sector and London has had many new features and venues to stimulate your creativity. 

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Never compromise on quality. If your event only had one main feature and everyone was still talking and tweeting about it the following week, then this is better than several features which were just satisfactory. Most ideas have been used before, but there are many combinations that no one has ever thought of doing. This means that you can consider combining themes for the music, the catering and any other aspects of your planning. Below is a video promo on planning a party for directors and shareholders.

The annual events calendar is filled with many exciting opportunities for you to arrange special treats for your directors or any VIP clients that you wish to invite. Whether it's the Henley Regatta festival, Royal Ascot, a Test Match at Lords or Formula 1, you can easily add entertainment to your corporate reservation and hire an acoustic ensemble for the champagne reception. Arranging this is much easier than it may seem. For Christmas parties in London, there are new venues like the Leadenhall Building, the Arcelor-Mittal Orbit in the Olympic park, The Shard and the Walkie Talkie building  which are worth checking out for hosting your event.