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Event planning for corporate or business events is more involved than planning private functions. Depending on the event type, whether it is hosting a conference, product launch, awards evening or networking reception, it requires structure and planning to optimize space and flow.
A resourceful event planner should consider practical design layouts that improve employee engagement, brand perception and attendee satisfaction. Incorporating furniture for hire improves an event’s form and function, creating hubs that align with the company’s goals.
Read on for hints on planning your next corporate event. The following article discusses the logistics for maximizing space and flow at corporate functions.
Top Tips for Maximizing Space and Flow
Some event planners overlook the physical layout and floor plan when planning and organizing corporate events. A poorly designed floor plan can leave guests feeling claustrophobic, neglected or dissatisfied with the event, reflecting poorly on the event planner.
Consider the venue’s dimensions, layout and unique features to find the most efficient way to use the available space.
M Events Hire, an Australian based event planning and furniture hire company assists with effective and efficient planning of the floor layout to maximise space and flow.
Here are their top tips for optimising space and flow:
1. Clearly Define the Event’s Goals and Objectives
Before planning the floor layout and flow of the event, corporate planners should define their goals, objectives and identify their target market. Knowing who you are targeting, whether they are executives meeting, sales staff networking or training sessions, is essential for shaping the event.
You can gauge how you want guests to engage with one another and with the content presented. For example, use mini U-shaped tables instead of round ones in general sessions encourages networking. Or maximising the foyer space for break-out sessions instead of easy flowing traffic and lunch breaks.
Creating co-working spaces for tech conferences will inspire innovation, while a healthcare conference may benefit from cosy settings, like a banquet hall.
2. Selecting Layout Style and Format
Crafting an exceptional conference depends on thoughtful layout design and venue planning. When planning the layout format for corporate events, you should match it with the event’s purpose and content. There are a few format styles to select,
- Theatre
- Classroom
- Cabaret
- Cocktail
- U-shaped
To optimize the floor space, you can try theatre style, for keynote type events, that maximises capacity. For workshops, classroom or U-shape formats works best as they encourage employee engagement.
Cocktail style, with bar tables is great for networking. After a long day of conferences, relaxing with colleagues is ideal for sharing ideas and strengthening business relationships.
For special events like an award evening, consider a cabaret style with a mix of round tables and chairs.
Always consider the event’s purpose, for example, will participants take notes? In that case, an auditorium filled with chairs only is impractical. On the other hand, a U-shaped format for an event of 30 participants won’t work either. The people at the ends will not hear the speakers or participate in discussions.
3. Zone Mapping and Define Functionality
Clearly demarcate the venue into functional zones that meet attendees’ needs. The floor plan should show the location and arrangement of the event’s various areas and elements, like the registration desk, main stage, breakout rooms, catering area, restrooms and the emergency exits.
Ensure clear walkways between zones with practical paths leading from registration to lecture sessions, catering and break-out sessions.
M Event Hire has a broad selection of café tables for networking and discussions and console tables for stationery and materials, ensuring each area is purposeful and accessible.
4. Test the Flow and Accessibility
Before the event’s D-day, you should run through the layout to test for flow and identify any unexpected bottlenecks. It may mean checking and adjusting the layout and signage based on feedback from colleagues, speakers, executive management or sponsors.
It allows you to identify and avoid bottlenecks ahead of the event, mainly around areas like registration, restrooms and catering. Mark wheelchair friendly areas.
Use furniture for hire like benches or seating clusters near high-traffic zones, offering rest points without impeding movement.
5. Monitor and Evaluate Traffic Flow
A conscientious event planner stays on the ball even during the event to monitor and assess its success and assist where needed. They should track guest movement, checking whether guests are queuing at unexpected spots or if they are under-utilising exhibit booths.
The corporate planner must empower their staff to make adjustments immediately by relocating furniture or opening additional entrances.
Strong crowd control is essential in ensuring a safer corporate event and it provides an enjoyable event experience for attendees.
6. Efficiently Using Negative Space
Vertical décor, like hanging signage, banners or branded lighting, guides movement and defines zones without cluttering floors. For practical and safety reasons, avoid overfilling the venue.
Instead, use expanses around lounges and booths punctuated by tasteful hired event furniture like sleek lounge pods or tall display, tidily situated at zone boundaries.
Final Thoughts
Maximising space and flow for corporate events means incorporating strategy, design and active management. Before the event, plan and define the event’s objectives, identifying functional zones and prioritising crowd patterns. The venue chosen to host the event should match your goals and your budget. It should also have enough space and be flexible enough to suit your guests’ needs.
It also means partnering with a trusted and reliable furniture for hire supplier with whom style and adaptability are essential.
Above all, test layouts, adapt in real time and learn from feedback. When done right, your event layout becomes a silent host, guiding guests, facilitating interactions and delivering memorable experiences.
M Event Hire, a trusted name in Perth, has a broad selection of modern, bespoke corporate furniture, including bars, chairs, tables, lounges, ottomans, stools and umbrellas, everything you need to ensure your next corporate event is successful.
Besides hiring furniture for all events, including corporate and business events, M Event Hire also assists with designing floor plans and layouts. Contact them for more information.
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