Company events are different from one another. They range from small room meet-ups to big meetings or new product shows. No matter the size, having all the necessary tools and equipment is key for a seamless experience. In this article, we will guide you through the must-have corporate event supplies that every event planner should have. Stay tuned to check our tips on working with the right technical crew for corporate events to ensure professional execution.
Stationery and Office Essentials
No work event can go well without simple paper and office things. This stuff might look plain, but their lack can cause quick problems that mess up a planned program.
- Name Badges and Lanyards: For networking events or conferences, providing attendees with name badges is one of the keys to facilitating networking among attendees.
- Pens and Notepads: Even in the digital age, many attendees tend to use physical writing materials. Having extra pens and notepads at the check-in desk or on tables can be handy.
- Adhesive Notes and Paper Clips: Whether it’s for marking documents or leaving notes for colleagues, these small items are very handy when it comes to keeping things organized.
Tip: Always bring extra supplies. Running out of pens or notepads in the middle of an event can be frustrating.
Signage and Banners
Clear signage key for guiding visitors. These can be entrance signs, directional arrows, restroom indicators, or sponsor banners. Having proper signs installed prevents confusion and crowding.
- Wayfinding Signs: These signs are essential to help colleagues find meeting rooms, eating spots, coffee break areas, and exits.
- Branded Banners: Displaying logos or sponsor branding serves as a good background for photos to get more traction on social media.
Tip: If you are using banners or signs, check them for damage or outdated information. Replacing or repairing them in time can be a lifesaver.
Audio and Visual Equipment
Few things can break a corporate event more than poor audio or visuals. High-quality microphones, speakers, and projectors are must-haves to ensure the success of your corporate event.
- Microphones and Speakers: Ensure you have enough microphones for speakers, panel discussions, and Q&A sessions. A good sound system helps everyone hear the content clearly.
- Projectors and Screens: Presentations and videos are essential at corporate events. Test the projector’s brightness and the screen’s visibility from various angles to ensure it is clearly visible from any spot.
- Video Recording or Live Streaming: If you have an online audience, your corporate events can benefit from live streaming all the presentations. Make sure that you have a stable Internet connection and proper equipment for streaming.
Tip: Working closely with a technical crew for corporate events who can manage the setup, testing, and troubleshooting of audio-visual systems is a life changer, especially for large-scale corporate events where there is no place for amateurs. Remember, having their equipment and expertise can save you tens if not hundreds of thousands.
Lighting and Stage Setup
Lighting plays a significant role in any event, especially if it is big enough to host hundreds of people. A dark stage can lower the wow effect of a high-profile speaker, while too bright lights can distract attendees.
- Stage Lighting: Consider having spotlights to focus attention on the speaker, and background lighting that enhances the ambiance without distracting the audience.
- LED or Accent Lighting: Colored accent lights can add style to a product showcase or brand intro.
Tip: Plan your lighting scheme in advance. Work with your technical team to position and test lights well before the event begins.
Seating Scheme and Furniture
Comfortable seating is something that you want to provide for each visitor especially when your corporate event lasts long hours.
- Ergonomic Chairs: Long conferences or seminars require a comfortable seating scheme and comfortable chairs that provide sufficient back support. If guests are uncomfortable, they are less likely to engage with the program.
- Reception and Lounge Areas: For networking, you may need cozy sofas or high-top tables. Lounge-like environments give a more relaxed feel, encouraging people to talk to each other.
Tip: Always consider your venue’s layout. Make sure seats are arranged so that attendees have clear sightlines to screens or speakers.
Catering
Food and beverages can significantly influence guest satisfaction. Even if it’s a short event, offering simple refreshments can maintain energy levels.
- Water Stations: Place them wisely to avoid overcrowding near the main entrance or meeting rooms.
- Coffee and Tea Setup: Early morning events or day-long conferences benefit from a hot drink station. A steady supply of caffeine can keep attendees on the same wave for a long time.
- Snacks: For longer events, consider catering services or boxed lunches with vegetarian or gluten-free options.
Tip: Coordinate with catering well in advance to confirm the quantity, serving style, and any special requests from attendees.
Digital Engagement Tools
Modern corporate events often feature new tech to enhance attendee interaction. Whether it’s a dedicated mobile app or an AR venue, such tech innovations help keep people interested and engaged.
- Event App: Allows attendees to view schedules, speaker bios, and maps of the venue on their smartphones.
- Social Media Integrations: Encourage participants to share posts or photos, creating an online buzz around your event.
- Gamification: Interactive challenges, trivia, or virtual scavenger hunts can liven up breaks and networking sessions.
Tip: Make sure you have stable Internet access so all the tech on your event functions smoothly.
Conclusion
Planning a corporate event takes more than only a venue and a speaker. From tech needs like ͏mics and displays to comfy chairs and food services, each detail affects how guests will feel about your event. Try thinking of the corporate event from the visitors’ perspective. This may help you identify some other crucial aspects depending on your industry or niche.
By focusing on audio-visual equipment, seating, signage, and digital interaction tools, event planners can create state-of-the-art corporate events that meet the expectations of both hosts and guests. With the right supplies your event is far more likely to leave a positive, lasting impression.
