The New World of Off-Site Meeting Planning
Finally! Your boss said it’s time for a change of scenery and you are in charge of planning this year’s off-site meeting! There’s no denying that the world looks a little different than the last time you all gathered together and there are a few new considerations in your planning process.
Here are five pandemic era corporate event planning considerations.
Photo courtesy of Hillary Muelleck Photography.
Let’s Eat!
A venue that allows you to choose your own catering plan offers maximum flexibility. Pre-packaged boxed lunches, snack breaks and dinners are more popular than ever and having a choice of caterers allows for you to find the exact menu and budget that you need for your function.
Photo courtesy of Hillary Muelleck Photography.
2. Fresh Air for Everyone
Planning a 100% outdoor corporate event comes with its own set of challenges that might be more than you and your colleagues are willing to take on. Instead, look for a venue with ample opportunity for doors to be propped open and with convenient areas for your clients and guests to step outside. Walking trails nearby? Even better! An activity break is just the thing to keep energy up and creativity flowing!
3. What the Tech?
Zoom. Livestream. Satellite Input. If you are only vaguely aware of how these tools might come into play at your next corporate function, then leave it to the experts! Your venue manager can connect you with the best Audio/Visual professionals in your area to make sure you deliver the impressive multi-media experience your attendees expect.
Photo courtesy of Hillary Muelleck Photography.
4. It’s a Set-up
Creative use of space is essential in helping your colleagues, clients and guests feel comfortable at an off-site retreat or conference. Does your venue provide a variety of table sizes and styles that allow for a wide choice of event design options? Maybe you need 16 people to each have their own table, six feet apart? Or maybe you need a large boardroom style square with space in the middle for product display? Be sure to inquire about set-up flexibility when you have your site visit.
Photo courtesy of Hillary Muelleck Photography.
5. Clean As A Whistle
The venue you pick for your event should be one that follows safety protocols very strictly. Even though all venues claim to do this, you can easily differentiate between the ones that are committed and the ones that aren’t. Be sure to ask questions about their cleaning routines such as how frequently they clean, which areas they clean, and the number of people they have designated for cleaning duties. In addition to cleanliness factors, do they have hand sanitizer and complimentary cloth masks available? Some states have certification programs that require a venue to meet certain requirements - does yours?
As you and your team find yourselves ready and willing to get back out in the world for retreats, meetings, fundraisers and conferences, a little bit of research will go a long way in finding just the right place for everyone to feel comfortable and inspired!
For more information about hosting your corporate event in historic Reynolda, click here.