Business events are a great way to promote your company and make valuable connections, but planning one is a big job. Before you get started, you need to know what it is that makes a great business event. All of the practical stuff like getting great guest speakers, setting up amazing displays, and inviting the right people is important. However, here’s why you shouldn’t underestimate the importance of comfort.
By Team Savant
Image: Charles Deluvio
If guests at your event are not comfortable, they will leave with a bad impression of your business and it’s unlikely that they will come back again next time you host an event. But if they are well looked after all day long, they’ll leave happy and you can consider the event a huge success. So, how do you make sure that guests are comfortable at your business event?
Invest In Good Seating
If you want people to sit down and listen to your guest speakers and presentations all day, you need to make them comfortable. There’s nothing worse than going to an event and sitting on cheap, hard chairs for hours on end. Unfortunately, this happens a lot because businesses are trying to save money on the event costs. But if you want people to be happy and comfortable, you should make savings elsewhere and find a good event seating rental company to supply comfortable seats. Padded chairs with armrests, drinks holders, and small side tables mean that people won’t mind sitting down for long periods and it will make a welcome change from the awkward seats they normally get at business events.
Be Prepared For the Weather
Even if your event is hosted inside, you still need to be prepared for the weather. If you are expecting rain, consider setting up a covered area between the car park and the entrance so people don’t get soaked on the way in. Alternatively, you could hand out some umbrellas. This is a good opportunity to boost your brand if you put your logo on them too.
In the summer, it’s vital that you find ways to beat the heat. When you are picking a venue, always ask about air conditioning. Get plenty of jugs of iced water and keep them topped up at all times too. You could even give out branded fans if it’s going to be particularly warm.
If you are hosting an outdoor event, things are a bit trickier. Ideally, you should always aim for a summer date for outdoor events. Make sure that you’re well prepared with fans and water etc. and you have lots of shaded areas if people get too hot. Bugs can be a big problem at outdoor events too, and people can’t concentrate on enjoying the event if they’re surrounded by pests. But most people won’t think to bring bug spray with them, so you should provide some on entry. You can’t always guarantee the weather either, so have a backup plan in case of unexpected rain.
Provide Charging Stations
These days, being able to charge devices is part of being comfortable. Plus, you want people to take photos and post on social media about how amazing your event is, but they can’t do that if they don’t have any battery left. So, install plenty of free charging stations and provide free wifi for all of your guests too.
Get the Food Right
Ask a lot of people and they’ll tell you that the food is the most important thing at an event and bad food can really ruin it. If people are hungry, they’re not going to be happy, so make sure that there is plenty to eat. Consider different tastes and dietary restrictions as well because if you don’t have any vegan or vegetarian options available, some of your guests will be stuck eating bread all day long. Come up with a good range of different foods so there is something that everybody will like.
When you are planning the menu, think about the practicality of eating at an event. Messy food that you need a knife and fork for isn’t great if people don’t have a place to sit down. Simple foods that are easy to eat while standing and moving around are best, and avoid anything with lots of sauce on it too.
If you don’t make guests comfortable at your business event, it will be a big flop and you’ll struggle to get people to attend next year. But as long as you focus on these details, everybody will be happy.