How to Hold a Corporate Event in 2021
Event planning can be exciting but highly stressful. Booking the venue and choosing decor barely scratch the surface in the many tasks that demand your attention. You must also consider the budget, the event’s goals, entertainment for guests, and sponsorship. Rather than take risks with the big day, you can team with a corporate event company that can assist with staffing, theme, logistics, and more.
How to Host a Corporate Event in 2021?
Hosting a corporate event today may seem next to impossible, but it simply requires more diligence than in years past. This starts with following guidelines intended to protect you, your guest speakers, and your visitors.
For instance, ask the hosting venue for a flexible cancellation policy. You can then postpone the event in case Covid-19 infection rates dramatically increase. Calculate how close to the event date you can reasonably cancel speakers and alert guests to the change in plans, and communicate this information to the venue. If you choose to work with a corporate event company like King Sixteen, your representative can handle these negotiations for you.
Take Covid-19 Precautions
What was once a precaution is now a way of life. That’s why on the day of your event, you should request attendees undergo pre-entry temperature checks and complete health survey forms.
But these forms don’t have to be manually filled in. SMS-based technology sends attendees automated daily screenings via text message. This highly efficient method allows you to track important health data and keep in-person events safe. And if an outbreak occurs, you can easily send alerts to attendees so they stay informed.
Testing and Cleaning Standards
It’s smart to contract with a provider who offers rapid on-site testing for guests before they enter the event. These tests can be processed in as little as 10 minutes. They also ensure your audience feels comfortable attending and entering the event. More than a passing trend, this behavior shows you’re doing your best to provide a safe gathering environment.
Event speakers, staff, and vendors must be subject to the same standards as visitors. Maintain a distinct set-up area for these folks to reduce contact with guests. If your event is indoors, briefly close the event space between sessions for proper cleaning and sanitization. Be sure to disinfect all equipment, including speakers, microphones, and other touchpoints.
Opt for Wearable Tech
You might be thinking touchscreen registration is sufficient for your event registration, but new technology developments have made this all but obsolete. Today’s hosts are taking advantage of digital scanners that pair with wearable tech like smart badges and wrist bands. These incorporate RFID technology that promotes crowd control and provides additional contract tracing.
Let’s say that in a worst-case scenario, an attendee or event staff member tests positive for Covid-19. Wearable tech can provide a list of attendees who were near this person and direct them to stop the spread as quickly as possible.
Our past projects
Implement Mitigation and Guidance Strategies
In the event area, institute one-way aisles and ask event staff to help control traffic. You’ll also need signage that reminds attendees to engage in safe practices like frequently washing hands, social distancing, and wearing masks in accordance with state and local laws. This same signage should identify the common symptoms of Covid-19 and instruct attendees what to do if they start feeling ill.
With that said, you’ll need a station where guests and staff can go if they exhibit any symptoms of Covid-19. This allows you to actively track people who may be infected and direct them to go home.
Keep the Event Space Safe
Implement a firm no-handshake policy at the event and remind guests of this policy on your signage. Throughout the day, adjust indoor airflow using ozone air purifiers and open windows; these measures will keep the air fresh and reduce the risk of contagion.
Weigh Your Food and Beverage Options
You have a few different options when it comes to providing a safe food and beverage experience for guests. Catering allows you to work with an experienced professional who will take the enhanced safety measures you request, such as packaging and wrapping food orders individually to maximize protection.
Many caterers will even drop-off orders so you don’t have to go into a facility for pick-up, and a corporate event company like King Sixteen can make these arrangements for you. Alternatively, you might opt for server-attended stations with staggered meal times to avoid crowding. To-go containers should also be provided so attendees can eat outside or in other private areas if they feel more comfortable doing so.
Outdoor Versus Indoor Events
Many people are choosing to host outdoor rather than indoor events, and with good reason. Scientists support this move, saying outdoor spaces are much better for battling stubborn viruses and protecting public health.
Most documented coronavirus clusters have been linked to indoor environments like restaurants, nursing homes, and meatpacking plants. But we haven’t seen outbreaks from spaces where sunlight renders Covid-19 less viable, distancing is easier, and breezes help disperse airborne particles.
You want to choose a roomy venue for your outdoor event, one where elbow room is no problem. Also, consider the weather and how it will affect your guests. If it’s hot and sunny on the big day, you’ll need a venue with plenty of shade. Trees and protective structures also come in handy in the rain.
Speaking of which, you’ll need to pay attention to the forecast in the days and weeks leading up to your event. Have disposable ponchos ready to provide to guests if precipitation is expected. Visors or hats are a nice touch if the sun is going to bear down. You’ll also need to know the venue’s rules and regulations before proceeding full-throttle with your planning. Specifically, you’ll want to ask questions regarding:
- Maximum capacity
- Fire and safety codes
- Noise restrictions
- Outside catering policies
Give Attention to Every Detail
Armed with this information, you can set the date and get down to details. Although you won’t be indoors, you’ll still need to consider a floor plan. Identify where the speakers, presenters, and/or vendors will be and provide clear paths between them. Make access to food and restrooms easy, and ensure walking areas are wide enough for everyone to navigate comfortably.
Outlets are likely to be scarce at an outdoor venue, so plan for electricity. Wireless chargers and power banks will give life to mobile devices, but you also need to power microphones and speakers for keynote speakers. King Sixteen can provide solutions to these common concerns.
Plan on Using Tents
At an outdoor event, you have no ceiling to contend with and can therefore use the space as you want (within reason). This means big, bold, and extravagant tents for registration and food. You can likewise use colorful outdoor banners and yard signs to easily guide attendees.
Have Plenty of Hand Sanitizer Available
Any corporate event company worth their salt will tell you to have bulk quantities of hand sanitizer at your outdoor event. Bathrooms are less accessible than at indoor events, meaning it’s harder to frequently wash hands. You should therefore keep several bottles of sanitizer in the food and refreshment tent and other common areas. Make sure the sanitizer contains at least 60% alcohol and consider pairing this with hand wipes for additional cleaning.
Read our other articles
Attendees love attending events and walking out with free products. Whether you choose to host your event indoors or out, you should have product giveaways lined up. And use these goodies when promoting your event; they show guests that you’re serious about providing both information and value in the day’s festivities.
Some of the most common giveaways include earbuds, selfie sticks, and Bluetooth headphones. But you can also focus your giveaways on the theme of your event, such as health or technology. Fitness mats, exercise bands, and yoga blocks make for great health products. Likewise, technology giveaways might include useful items like power banks and phone stands. For seasonal items, consider:
- Mini fans
- Picnic blankets
- Folding chairs
- Ice scrapers
- Hand warmers
- Touch screen gloves
King Sixteen has worked with brands like Coca-Cola and Audi, so we know a thing or two about swag bags. The key here is to give attendees items they’ll appreciate, not a keychain or other trinket that gets tossed into a drawer and forgotten about.
Offer reusable bags with your logo on the front and place inside items like screen cleaners, hand sanitizer, quality hand lotion, and lip balms. Add a face mask attendees can use if they choose while at the event. And, finally, include information about your company’s services.
Without the right AV equipment, your event’s entire message will get lost. You should plan on having a laptop loaded with all of your audio and visual files, a microphone, and a projector. Opt for a high-quality speaker system that allows all attendees to hear you and your presenters. If you work with a corporate event company, they can recommend the best equipment for your needs. They’ll also remember to bring all the connector cords you need.
Reasons to Work with a Corporate Event Company
Speaking of an event planner, now is the right time to mention they can make your life significantly easier – and ensure your event is a huge success. They have friends skilled in every industry from photography to catering and can coordinate vendor attendance at your event. These partnerships can also help you save money; an event planner is more likely to get a discount on services than if you try to go it alone.
Professional planners additionally possess fine-tuned organizational and time management skills that help them pull things together without a hitch. They’ll develop a timeline, ensure deposits are paid, and communicate details to the staff so everyone knows exactly what they need to do on the big day. And experienced planners like King Sixteen will make your vision a reality. We’ll craft a creative, memorable experience that matches your company’s culture.
If you’re planning a business event, you likely have stringent objectives to achieve. Maybe this is a charity gala, trade exhibition, conference, client gathering, or product launch – each of which comes with unique goals you need to manage in addition to the event’s details. Let us handle every task, from start to finish, to ensure a clever event with smart, personal touches. Contact King Sixteen and start the planning process today.
Partnerships that matter. Experiences that last.
We are a collective of event producers that work directly with national brands seeking to activate in unique markets across the United States.
Brands we have worked with
Let’s do something amazing together…
Phone: +1 234-567-8900