As events moved online during the lockdown period, there was no doubt that this had a positive impact on commuting and the environment, but came at the cost of connection. Now that events are back with a vengeance, here are a few factors that you may want to consider when looking to make your next hire.
As events moved online during the lockdown period, there was no doubt that this had a positive impact on commuting and the environment, but came at the cost of connection. Now that events are back with a vengeance, here are a few factors that you may want to consider when looking to make your next hire.
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Every event is unique, so there’s no ‘perfect’ choice across the board, but if you ask yourself the following questions, you’ll make sure you’ve crossed the essentials off the check-list:
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Location
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Whether you’re holding a B2B or a consumer event, you have to hold it somewhere that’s easy for people to get to. Take the time to find out where your intended visitors are likely to be travelling from and how their journey might look. Check out any potential site’s public transport links and investigate what the journey from the station would be like for your guests.
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When considering where to host your event, plan ahead to help attendees limit their carbon footprint by opting for venues more locally, or with easily accessible public transport links. As the world opens back up, supporting smaller and more local businesses could make a real positive impact. Know your target audience and be sure that the venue reflects not only the event itself but the guests' tastes and expectations.
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Venue and Values
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Consider the essence of your event and how the venue aligns with the atmosphere you want to create. A conference for historians, a party for actors, a drinks reception for an octogenarian’s birthday and an office Christmas party are all going to need very different spaces. Perhaps your guests would appreciate a room with a story to tell, or maybe their tastes would better suit a modern space.
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Events are more meaningful when they have a message that carries beyond the boardroom, and bringing people together to connect is a great way to infuse a movement with the energy required to do so. Running events that are current, impactful and which challenge the status quo is a great reason for cohesion.
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When it comes to building credentials, choose venues that have gone the extra mile to ensure that sustainability is built into the brickwork. For example all x+why buildings are BREEM certified - the gold standard when it comes to green architecture. They come with biophilic design, locally and environmentally sourced furniture, full fresh air handling systems and are fitted with sustainable materials including cork floors and Baux acoustic panels.
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As well as benefiting the planet, this also serves to enhance both peace of mind and wellbeing. Floor to ceiling glazing ensures plenty of natural light, and secure cycle storage and showers for cyclists means that attendees are encourage to combine their commute with their workout. With a range of options to suit start-ups of any size, no event is too big or small to make an impact!
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Depending on your conference, you may require audio-visual services for your event. This can help to enhance the event, make it more engaging and much more effective. If, for example, you wanted to have audience interaction alongside your presentations, you could request your conference venue to provide you with a Twitter Wall. Or if you require the ability to webcast your event, you should check that this service along with high-speed Internet connectivity is available and more importantly, whether it is included in the venue hire.
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Capacity
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You may be hiring a space that holds 250, but is that for a drinks reception or a sit down meal? Double check there’s no misunderstanding about the numbers with your event co-ordinator at the venue. It’s also worth considering best and worst case scenarios with your RSVPs – would the room look empty if your attendance was low and could it cope if all your invitees came?
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If you’re using a venue for the first time, ask them if they could provide you with the contact details for some of their previous clients. You’re unlikely to get bad feedback from speaking to someone the venue has put you in touch with, but they may be able to offer you some impartial advice as to whether or not the venue would be suitable for your specific event.
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Catering
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Do you have to use the venue’s in-house catering team, are they any good and what are their prices like? After venue hire, it’s likely to be your second biggest cost, so make sure you know what your options are. Always ask about drinks too. Do you have something special you’d like to consider with the catering? Can the venue accommodate it? Perhaps you want to run a smaller trial event before something large.
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One of the most noticeable negative impacts of large events is the amount of waste that is produced - from festivals to conferences, the visible residue of congregating a huge number of people can make even the greenest event counterproductive. To manage the fallout, have plenty of access to recycling facilities and waste disposal on hand. And as prevention is better than cure, focus on the first two principles of reduce, reuse, recycle and ensure that catering equipment is resourceful and locally sourced.
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Conferences, workshops and meetings can create a lot of paper waste, and unfortunately, not all of it gets recycled properly. Eliminate paper handouts or sign-in sheets and opt for digital alternatives, which are also faster and more efficient. Make the most of custom mobile apps, online ticketing and digital marketing - staying ahead of the latest tech and using channels such as these benefits both guests and hosts alike. It can make future marketing much more insightful and streamlined, and allows attendees to be more interactive with whats on offer.
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It’s important to think about your priorities. Most venues you consider for your event will come with a slight compromise. Maybe it’s a late licence restriction, a lack of break out space, a limited wine selection… Try to get together a list of what’s important to you and your guests so you don’t end up being wowed by a venue that doesn’t actually deliver on some of the most important factors to you.
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Throwing an event? We have a range of beautiful spaces to suit professional engagements and events. We have previously hosted Holly Branson and Simon Sinek for a filmed interview, a 200 person awards ceremony for Escape the City, wellness events and classes, as well as seminars, talks, and workshops.
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