To make your life easier and your event a huge success, below is a step by step guide on how to go from no venue or plan, to a fully booked and functioning corporate event, and it only takes nine steps!
- What is the purpose of your event?
The first step before you hire a function room for your next corporate event is, you need to plan the purpose of the event. You need to note down the attendees/audience. Next, you want to fully (and in detail), determine the topic of the event and in what area of Sydney it should be located.
Finally, you need to plan out why people will attend the event and roughly what would be on the agenda. This will give you a good scope of the event overall and what type of function room will best suit your needs.
- What facilities will your event need?
Next, you want to list down all the facilities you will need so you can find the perfect function room and venue for your corporate event.
Here are a few to think about:
- Do you want food and beverages?
- Do you need AV and technology?
- Do you want to be in the Sydney CBD or a little further out?
Once you have your event scope, it will be a lot easier to find a function room to suit your event needs.
- Create a list of potential function rooms
Now you need to start creating a list based on internet research of which venues are capable of catering to your guest list size, technology facilities and overall needs. Make sure you look at the floor plan of the venues to ensure all amenities are featured and located where you need them within the function room.
You want to make sure you have a list of places in the location you need, but also don’t be afraid to look in other locations, they might have a solution for transporting the guests to your event.
- Arrange a time to do venue tours
Now the fun part, reviewing venues and function rooms. Try to make a few appointments so you can see all the options you have. Ask lots of questions to ensure you cover as many details as you can.
Don’t worry if you forget some, you can always email them once you have left the tour. Go prepared with questions as well as all the information you already have on the event, so the venue manager knows what they are working with for your corporate event.
Make sure you attend these venue tours before you book a room to hire, you want to make sure the atmosphere is right, you often can’t get this from photos online.
- Plan your schedule
Once you have reviewed some venues, plan the schedule of your event. This way you can ensure the venue room will suit the timeline you have set out. It is an excellent opportunity to make sure you haven’t missed any important details. Then you can go back to all the venues with any questions you want to ask.
Also, planning a schedule is a great way to fine tune your guest list to ensure your venue options can cater for the number of people you are looking to host.
- Communicate with venues for selection
Once you have finalised and narrowed down your options, it is time to communicate with your venues and finalise the perfect space for your corporate event. Don’t be afraid to say no, you want to make sure you have the perfect room for your needs.
Make sure you have finalised the right dates before rejecting all the venues you don’t wish to use. This is the exciting part, finalising with a venue to book in that event date!
- Plan the logistics of the venue
Now is the time you correspond with your venue to ensure no stone is left unturned. It is a good opportunity to go back on all the you notes to finalise all the logistics of the event and make sure all of the facilities are operating.
The most important part is the catering and the AV for your event, you want to make sure all of this is organised well ahead of time. Also, go in prior to the event to test the AV functions and possibly even the menu options!
You want to be checking in with the venue multiple times before your corporate event.
- Set up event
Set up the event a day before or even the night before if the venue will allow you to do so. If not, make sure you are prepared with a schedule, so you don’t forget any details.
Most of the time, the venue will be equipped with a team to set up for you, so all you need to do is test all your presentations and the AV equipment to ensure everything is functioning and working correctly.
- Execute event
The final stage might be the most daunting and stressful, but it is easily the best one – when you can execute the event! Always super rewarding for all your hard work.
Don’t forget to treat yourself to some of the food and drinks you organised as part of the event, you deserve it!
When you are left in charge to plan an event, it is never easy, but also a good test of your skillset.
You want to ensure your function room is inviting and appealing, which supplies a good atmosphere and of course, good catering options.
If you are looking for a venue to suit your next corporate function, why not come for a tour of Deckhouse. Deckhouse is a perfect venue if you are looking for a break away from the city. It is easily accessible by a water taxi or ferry and has a modern, bright, but relaxed atmosphere.
With all the AV you need for your event, Deckhouse also offers uninterrupted water views of the Sydney Harbour and Harbour Bridge.