Planning a Successful New Year Corporate Party in Arizona

Planning a Successful New Year Corporate Party in Arizona

Throwing a New Year party is a great way to recharge your team and giving it the new impetus for the next year.  However, a corporate event is a synonym for boredom in the dictionary of many employees. As an organizer, it is your job to dispel such perceptions. You have to make sure your event look and feel less formal and more of a New Year bash. Nonetheless, you still need to be diligent to make sure it doesn’t turn into a frat party either.

By striking this challenging balance, you can make your New Year’s corporate event a success. Also, this success will be long-lasting. The employees who will attend this party are going to wait for the next year’s bash. If you are an Arizona-based business and want to organize a tempting New Year event for your team, then read on. We are going to discuss things that will tone down the formality of the event while adding more fun to it but without tarnishing its core identity of being “corporate.”

The Venue Should not Be a Hotel

Hotel ballrooms and conference halls have an inherent formal feel to them.  There are strong chances that having your corporate New Year bash inside a hotel will make it stale. It would be better if you pick an open-air venue. It looks and feels less formal.  You can also opt for some unconventional options like a hangar. Hangars are, in fact, a better option than an open-air venue. Its enclosed construction makes sure your event doesn’t get affected by the overwhelming cold of a December evening.

Make it Less Informal Through Drinks and Foods

You can also make your New Year Corporate party more interesting, engaging, and less formal by choosing the menu carefully. For instance, order more drinks per head than a regular corporate event. However, don’t go overboard where people start binging on drinks as if it is a happy hour. Remember, you don’t want your event to turn into a frat party.

Also, choose the side dishes and main course that doesn’t need peculiar cutlery and table manners to consume. By offering foods that one can only eat in an informal manner, you can change the entire ambiance of the event. Wings, fries, burgers, pizza, lasagnas, sausages, etc. are a staple in informal food menus for your New Year’s corporate event. You can also add Middle Eastern and Indian dishes to the menu to simultaneously make it interesting and less formal.

Entertainment Should Set the Mood Accordingly

There strong chances that the majority of your staff would belong to Generation X and Y. So, make sure the entertainment, primarily music, at the event should be in accordance with their test. If EDM is a popular genre among guests, then it should be played. Electronic music will also suit the upbeat mood of a typical New Year bash.

From arranging a hanger to taking care of catering and entertainment of the event, Scottsdale Private Event Venues will make sure your New Year Corporate party becomes a resounding success.

Special Event Planner’s Guide to Venue Planning

An Event Planner's Guide to Venue Planning

Assuming that you have already identified the type of event you are planning and its purpose, there are many other factors must be considered as you begin the process of selecting the venue itself.

Venue Planning

The following this roadmap will help guide you through steps in choosing the perfect event space.

Identify Your Target Audience and Know Your Guest List

When venue planning for an event, one of the most important pieces of information you must know is who your guests will be and how many you expect to attend. While the type of event will certainly inform the venue choice, one of the largest limiting factors for an event space is its capacity. Make sure that you know at least an accurate estimate (it can be a range) of the number of guests as this will immediate limit your venue options. You should also consider your audience. Be sure that the venue reflects not only the event itself but the guests’ tastes and expectations.

Identify Event Dates

Check your calendar because timing will influence many decisions, including your venue of choice. After your guest list, the date of your event will be the next limiting factor.

Depending on what type of event you are planning, you may find that you either have to be flexible with your event date to get the venue you want or you will have to be flexible with your venue choice in order to get the date you want. You should begin venue planning knowing where you or the client are flexible.

Here are some questions to consider:

  • When are your guests most likely available to attend based on their schedules?
  • What venues have appropriate and available space for those times?
  • When is the best time for your management team to hold the event?

Calculate Your Budget

With an open-ended budget, anyone can plan a great event and have an infinite selection of venue choices. But more than likely, your financial resources are limited and you should be aware from the beginning of what your financial limitations are – even if your event budget is simple a ballpark estimate or range. An event planner can always plan a great event within a reasonable budget.

  • Do the venues fall within your budget parameters for space, technical and catering expenses?
  • Have you negotiated a favorable rate for services and demonstrated the value of your role?
  • Have you allowed flexibility in your budget in case line item expenses exceed the plan?

Scope Out Different Locations

Once the guest list numbers and possible event dates are narrowed, it’s important to identify the locations where the event could be held. Hotels and event or conference centers are some of the most popular event spaces for corporate events and wedding receptions, but they are not the only options.

This is a time to be creative in your thinking. Consider the following:

  • Based on the theme of your meeting, what three best locations come to mind?
  • Where would your guests prefer to attend this meeting?
  • What will be most convenient for your guests?
  • Other than a hotel, what unexpected locations could increase the RSVP rate?

Find the Right Type of Event Space

The venue you choose must have an appropriate space for the type of event you are planning. Will your event require a dance floor? Will you need a PA system? What about a speaker’s podium or a projector screen? What sort of table setup do you need? In addition to considering these sorts of questions, here are some of the top venue planning questions to ask yourself:

  • Does the event venue meet the special criteria of your program or event?
  • Can the venue accommodate your production, entertainment, A/V, sound, and other technical needs?
  • Does the condition of the facility reflect the high standards of your organization?

Consider Venue Services and Restrictions

In addition to finding the right type of event space, you will want to look into the types of other services offered by the venue and decide their value to your event. Some venues will also have a preferred vendor list from which you must work to find vendors or suppliers for other services. Other venues have restrictions on decor or other aspects on the event itself. Some questions to ask include:

Updated March 05, 2017

 

New Generation Meeting Space

New Generation Meeting Space

A primary purpose of meetings has always been to provide education as well as business and social opportunities. In recent years new formats are emerging in order to adapt meetings to the new business and consumer reality. The new generation meeting space is all about interactivity, connectivity, collaboration, privacy and comfort.

The setting is an important element which prepares the participants for the objectives and influences the dynamics and outcome of the meeting. The type and orientation of furniture as well as the density of space play a crucial role in supporting the chosen activity – networking, lecture, discussion, brainstorming etc. The setting depends on the culture and the hierarchy of the organisation as well as on the purpose of the meeting and its agenda.

According to Dr. Marla Gottschalk, an industrial and organisational psychologist who analyses how workspaces can influence behaviour, “n often overlooked driver of organizational change – our visual surroundings can energize us to become more creative, innovative and engaged.” Even though creativity is a subjective matter, existing studies support the idea that environments which are perceived as creative inspire and motivate individuals. In this context, creative meeting spaces can help planners prepare participants for the experience to come and inspire particular behaviours.

New standards for best practice

Standard requirements for space, setting and design for meetings are changing – many companies are moving away from the sterile corporate environment in favour of creative or unusual spaces. New standards for set-up and interior design aim at making meetings more casual and interactive. The traditional meeting room is being replaced with a residential look, dynamic spaces and customizable workstations. There is also a growing trend of incorporating outdoor elements into events or holding meetings outdoors. All these approaches are intended to enhance the dynamics, provoke unusual discussions and create memorable experiences.

Zoning

Another major consideration is the need to accommodate various behaviours, learning and working styles within the same meeting environment. Generally, the architecture of meeting space provides common areas for lectures, collaboration, networking and entertainment. These activities usually involve high density of people and dynamic communication, and such surroundings may have an adverse effect on some participants. Open spaces are ideal for collaboration but providing niches for private conversations and individual work is also very important. Modern meeting design solutions propose a balanced space with zones for working, networking and privacy.

Flexibility

Research shows that people engage in activities as a result of their surroundings. Experts recommend dynamic environments with sufficient circulation space which allow free movement. Taking it a step further, flexible furniture allows participants to transform and adapt the space to the changing dynamics of the meeting. Modular and manipulative design elements make the space adaptable to different companies, audiences and meeting objectives. Furthermore, appealing to the creative mind of participants can lead to the creation of truly meaningful experiences and much deeper engagement.

Digital technology

Interactive meeting spaces and art installations with cutting-edge technology accommodate the growing participatory culture and the demand for experiences.

Smart materials

In recent years, a new class of materials is gaining popularity. The Smart materials include plastics that change shape, paints that conduct electricity, pigments that change colour and fabrics that light up. Any Smart products are already being used in architecture and interior design, however, introduction to mass markets could have a huge impact on experiential design as they allow participants to come into direct contact with objects and equipment and manipulate their properties through external stimuli. Smart materials have the potential to drastically change the meeting experience as they appeal to a more basic form of interaction between humans and technology.

It’s all about… multi functionality

Meeting space design is inextricably linked to the meeting format and vice versa. In order to inspire involvement, learning, networking, productivity, interaction and creativity. Modern meeting planners need to look beyond mono-functional design solutions.

Meeting participants

Meeting participants are often people from different walks of life. And therefore, creating the optimal space and design features can be a challenge despite the common purpose of the meeting. The recipe for success: know your audience and try to envision how they would respond to subtle or subconscious cues. But above all, always try to innovate while keeping the greater context in mind. So that the meeting achieves its ultimate purpose.

 

The New Generation Meeting Space +20 Inspiring Examples.

The New Generation Meeting Space +20 Inspiring Examples.

The primary purpose of meetings has always been to provide education as well as business and social opportunities. In recent years new formats are emerging in order to adapt meetings to the new business and consumer reality. The new generation meeting space is all about interactivity, connectivity, collaboration, privacy and comfort.

The setting is an important element which prepares the participants for the objectives and influences the dynamics and outcome of the meeting. The type and orientation of furniture as well as the density of space play a crucial role in supporting the chosen activity – networking, lecture, discussion, brainstorming etc.

The setting depends on the culture and the hierarchy of the organization as well as on the purpose of the meeting and its agenda. According to Dr. Marla Gottschalk, an industrial and organizational psychologist who analyses how work spaces can influence behavior, “n often overlooked driver of organizational change – our visual surroundings can energize us to become more creative, innovative and engaged.” Even though creativity is a subjective matter, existing studies support the idea that environments which are perceived as creative inspire and motivate individuals. In this context, creative meeting spaces can help planners prepare participants for the experience to come and inspire particular behaviors.

New standards for best practice

The standard requirements for space, setting and design for meetings are changing – many companies are moving away from the sterile corporate environment in favour of creative or unusual spaces. New standards for set-up and interior design aim at making meetings more casual and interactive. The traditional meeting room is being replaced with a residential look, dynamic spaces and customizable workstations. There is also a growing trend of incorporating outdoor elements into events or holding meetings outdoors.

Zoning

Another major consideration is the need to accommodate various behaviours, learning and working styles within the same meeting environment. Generally, the architecture of meeting space provides common areas for lectures, collaboration, networking and entertainment. These activities usually involve high density of people and dynamic communication, and such surroundings may have an adverse effect on some participants. Open spaces are ideal for collaboration but providing niches for private conversations and individual work is also very important. Modern meeting design solutions propose a balanced space with zones for working, networking and privacy.

Flexibility

Research shows that people engage in activities as a result of their surroundings. Experts recommend dynamic environments with sufficient circulation space which allow free movement. Taking it a step further, flexible furniture allows participants to transform and adapt the space to the changing dynamics of the meeting. Modular and manipulative design elements make the space adaptable to different companies, audiences and meeting objectives. Furthermore, appealing to the creative mind of participants can lead to the creation of truly meaningful experiences and much deeper engagement.

Digital technology

Nowadays, the meeting experience is increasingly being shaped by media and technology, and digital devices have become an integral part of all stages of the visitor journey. Interactive meeting spaces and art installations with cutting-edge technology accommodate the growing participatory culture and the demand for experiences.

Smart materials

In recent years, a new class of materials is gaining popularity. Materials include plastics that change shape, paints that conduct electricity, pigments that change colour and fabrics that light up. Smart products are already being used in architecture and interior design, however, introduction to mass markets could have a huge impact on experiential design as they allow participants to come into direct contact with objects and equipment and manipulate their properties through external stimuli. Materials have the potential to drastically change the meeting experience as they appeal to a more basic form of interaction between humans and technology.

It’s all about… multi functionality

In order to inspire involvement, learning, networking, productivity, interaction and creativity. Modern meeting planners need to look beyond monofunctional design solutions.

Meeting participants are often people from different walks of life. Therefore, creating the optimal space and design features can be a challenge despite the common purpose of the meeting. The recipe for success: know your audience and try to envision how they would respond to subtle or subconscious cues. But above all, always try to innovate. While keeping the greater context in mind so that the meeting achieves its ultimate purpose.

Lilyana has a degree in Strategic Event Management and endless enthusiasm for events, design, arts and business trends.