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controlling your event during a crisis

Controlling your event during a crisis

As health and safety concerns grow, due to the spread of COVID-19, many businesses are facing doubts as to whether to hold their public or internal events. The important thing is for you to take control of your event before any challenging circumstances run away with you.

With travel restrictions being applied by both companies and countries for an undetermined timescale and articles circulating daily with updates, it can be difficult to know how best to proceed with your event. Whilst waiting for solid government advice to cancel or restrict numbers for events, what’s your best course of action?

If you have an events agency behind you, they’ll have crisis plans in place. But what can you do if you don’t have an events team to take action on your behalf?

Consider what alternatives there are to running your event 

  • A Virtual Event: 

In this modern, technology-friendly environment, an option businesses are looking towards is a live-streamed or broadcasted version of the event. Hosting the event online will allow delegates to tune in and engage from around the world.

It is now possible to stream an awards evening or have a keynote speaker with a live Q &A. Technology has advanced now to include interactive learning, breakout sessions and one-to-one options for event participants, all within a digital space.

  • Postpone the event:

Many events thrive and succeed on the basis of having a personal, physical relationship with attendees. This means that standing two metres away and not being able to share contact with a product during a demonstration is simply not an option. Your only option is going to be to postpone your event until later in the year. This allows for time to gain a better understanding and direction on how to best to proceed with the health and safety of attendees.

The first step when considering postponing your event is to review your contract with your suppliers and exhibitors. This will include contracts for venues through to event speakers. It is best to understand the terms and conditions of your contract and have a new date in mind before reaching out to reschedule and reorganise your event.

Communicating early is essential for all stakeholders. Create a communication plan to keep your partners and audience engaged with your event and informed about future plans. A great way to keep your attendees engaged is to see if any of the event key speakers would record content that could be used in future event teasers or communications. Remember to keep your website updated with key information, this is the most likely place people will visit to find recent updates.

Planning for after the crisis 

While some businesses are taking the opportunity to postpone until the challenges of COVID-19 have passed, this will create high demand and limited space for venues, speakers and other suppliers later in the year. It’s important to work now on these plans rather than waiting until phases 2 and 3 of the virus are over. Look at potential dates for July, August and September, as well as later in the year.

No matter if you’re looking to reschedule, turn your event virtual or adapt your event into a different format, Sleek Events is here to help. If you’re unsure and need advice on how to proceed, #SpeakToSleek. Our experienced events team are ready to help and can be contacted here or by calling our office on +44 (0)20 8939 1397.

 

networking event for startup to meet investors

How to use an event to meet investors

When you’re starting a business, a key fence you need to hurdle is the financial one. You’ve got to find sufficient capital to cover not only your initial costs but also the expenses you’ll incur in the first year or two while the business gets on its feet.

But where do you go to get the money? You could approach your bank, but that’s very much a box-ticking exercise and, often, we simply don’t fit into boxes. (Plus, sometimes we prefer not to 😉).

So, why not think in a more ‘Dragons’ Den’ way and look in the direction of other entrepreneurs and business owners? They’ve almost certainly been in your position themselves and will know how important the non-box things are: drive, creativity, passion, belief, perseverance and, at the heart of it all, a darned good idea. They’ll be able to understand your situation in a way that an employed bank worker can’t and, if you find the right person/people, they’ll probably be able to give you some great advice and could even end up becoming a mentor or coach to you and your fledgling business.

So, get out there!

Events are great vehicles for meeting potential investors. Most industry organisations and associations have annual shows and conferences, which attract both high-profile speakers and people looking for new mutually-beneficial opportunities. Successful people love finding news ways to make money, so there will always be a number of ‘angel investors’ scouting at big events.

Then there are the smaller, more local networking events, which are great opportunities to get your name and business out there among other entrepreneurs and motivated businesspeople in your area. A simple Google search will bring up what’s on and information about where you might be able to meet investors, such as options in London listed on Eventbrite. Not every event you go to will be fantastic, but the more often you get out there, the more quickly you’ll find the best ones. Linkedin is a great source for identifying what’s worth going to and your local business associations should also be happy to make recommendations.

Who should I approach?

This is the first big question for many people: how do you know who to speak to?  Well, often you don’t. While you might recognise the more successful names and faces, when you walk into an event you really have no idea who might be in a position to invest, so simply introduce yourself to as many people as possible.

Tip: Do some online research before an event and try to identify any attendees that you think might be able to help you, in any capacity. Contact them beforehand and arrange to meet at the event – it’s much less scary when you’ve made plans and can be prepared.

What should I say?

Here’s the second big question: what do you say when you’re looking for investment? How do you start and how up-front should you be about what you want? You might be worried about saying either too much or too little – creating the wrong impression or, even worse, no impression at all!

Take a deep breath, relax and think about how you like to be approached by other people. A big smile, eye contact and a warm handshake are your starting points, followed by who you are and what your business is.

Tip: Ask other people questions about what they do. Not only will that make them warm to you, but it’ll help you judge whether they’re the right people to keep chatting with.

It’s certainly worthwhile listening to other people talk about how to present yourself and make the right first impression, particularly if you don’t feel naturally self-confident. This short TEDx talk by Caroline Goyder about breathing your way to confidence is a good starter.

And a great deal of self-confidence comes from knowing your subject inside out so, before you go to an event, make sure you’re clear on:

  • Your business: exactly what it is / the concept
  • Why & how the business is going to be profitable
  • How much capital you need & why
  • When and how investors will see returns.

DIY!

Remember, you can always organise your own event. You might think your business is too small and new to be event-worthy and that there’s no way you could afford it, but it really needn’t be difficult or expensive. And if you have your own premises, you could always offer the space for other people to host their events. In life, you tend to get back what you put out there, so make a name for yourself as someone who’s not only looking for help and investment, but is also prepared to give to others.

If you’re a startup business and would like advice and support on creating events that will really help accelerate your success, why not apply for one of our Sleek consultancy packages? Get in touch with us today to find out more.

5 top tips for your startup event

5 top tips for your first event as a startup

It wasn’t that long ago that Sleek Events was a startup company working out of our founder’s spare bedroom. Five years on, having seen significant growth, we decided the time was right to give back to the brave entrepreneurs taking the leap with their own startup businesses. Along with our pledge to work with one UK-based startup each year to advise on events to support their business growth, this blog is the first in a series of advice for startups looking to harness the power of events.

And the best place to start is at the beginning – our top 5 tips for running your first ever event as a startup

1. Define the aim of the event 

First thing is first, what is the purpose of the event? Are you wanting to launch a new product? Generate new sales? Or is it to say thank you to your suppliers or business network?

No matter the reason, you need to set a goal or purpose for the event. Clearly communicate this to anyone helping you run the event or who may be attending the event on behalf of your business. This then allows everyone to be prepared to help you reach your goal.

By defining the aim of the event, this will also determine your target audience and guest list.

2. Break everything into manageable tasks and create a plan

Running your first event can seem like an overwhelming task when you’re first starting out, but you can easily overcome this by making a detailed plan.

Figure out each element that is required to make your event run smoothly and start breaking it down into smaller, more manageable tasks. Such as:

Venue Sourcing:

  • Set your venue brief – how many people does the venue need to fit, what style of venue are you looking for, etc.
  • Research venues that match your brief
  • Request quotes
  • Visit the site in person
  • Book the venue.

In your event plan, it always helps to set deadlines for tasks assigned to both you and your team. This keeps everyone on track and ensures no tasks are left to the last minute.

3. Set a budget and stick to it

It’s important to be realistic with your budget from the start and to make sure you stick to it. Create a budget document and assign a spending figure that you can afford to each element of the event i.e. venue, catering, etc.

Remember to start gathering quotes early to see how they compare to your budget. If you need to make adjustments, make them before the invitation or promotion stage. This will allow you to see if you have extra money, perhaps to spend on something you couldn’t initially afford or if you need to make some savings.

4. Promote the event 

Promotion of your event will differ depending on the type of event you are running – is it open to the public or closed to your private guests? If it is closed to privately-invited guests, it can be as easy as an emailed Save the Date, followed by an Invitation and reminder to RSVP. For events that are open to the public, where you want a larger number of guests attending, you may need to put a marketing campaign into action. Consider using social media, online advertising, event listing websites and flyers or posters as promotional tools.

5. Have a follow-up plan

Look back at the aim of your event, was it to generate new sales and leads or to create new networking industry contacts? Consider how you are going to collect these contact details during the event to ensure you have a way to follow up after the event. In your event plan, ensure you come up with a communication strategy for after the event to reach out to those who attended.

An event will always cost you something – whether that is money for a venue and refreshments or your time in planning and coordination. It must deliver you a return on your investment.

 

And don’t forget, if all of this seems overwhelming right now, ask for advice from an expert. The best entrepreneurs know when to ask for help – we can’t all be experts at everything! For more tips from our eventprofs, follow us on Instagram, LinkedIn and Twitter

retreat sign in countryside

Wellness incentives: a must for corporates in today’s stressful work environments

As the new year gets underway, the annual flood of resolutions are doubtless being listed, vision-boarded and embarked upon. Top of the chart for most people will be things related to self-improvement: taking more exercise, eating more healthily and losing weight. But just behind those very common pledges will be ‘reduce stress’, according to the results of a YouGov poll published in December, with women being more likely than men to have it on their list (46% of female respondents versus 31% of males).

And that’s really not surprising. A survey of over 2,000 people commissioned by the mental health charity, Mind, found that work is the most stressful factor in people’s lives, with a third of respondents saying their work life was either ‘very’ or ‘quite’ stressful, making it a bigger worry than financial problems and health.

Those working in large organisations (250+ employees) are almost twice as likely as those in small businesses (under 50 employees) to suffer from work-related stress, depression or anxiety, according to the Health & Safety Executive’s most recent statistics. And, while the percentage of staff self-reporting stress-related conditions may be relatively low – 1% in small businesses, rising to 2% in large organisations – there will be many others who are suffering but don’t report it. So, it’s vital that you, as an employer, recognise this growing issue and make sure your staff know they are valued and appreciated and that there are opportunities for them to periodically decompress.

yoga by a lake

Wellness incentives: a growing trend

We’ve seen a big rise in the number of companies offering wellness incentives – in fact, it’s one of the fastest-growing areas of our business. While some companies already provide free or discounted gym memberships, have healthy snack and refreshment stations in offices and provide ‘chill out’ and creative thinking areas, more and more are also introducing trips and retreats to reward their staff.

These incentives are a mix of relaxation, activity, luxury and strategic sessions, giving employees the chance to socialise with both their peers and management. It gives them space to think creatively and perhaps gain a greater appreciation of those they work with, which tends to translate into better relationships back home in the office.

While wellness incentives can be overseas trips of a lifetime (and we love planning and managing those for our clients!) they don’t have to be that extravagant. Travelling abroad doesn’t have to cost a fortune and there are fantastic locations all across the UK that can host tailor-made experiences, like our team away day at the end of last year.

Sleek retreat

Retreating Sleek-style

In a 2019 survey by Career Cast, being an Events Coordinator was voted the sixth most stressful job, behind firefighter, military personnel, police officer, airline pilot and broadcaster. We know that giving your very best every day can take a lot out of you, mentally and physically, so we decided to recharge Sleek’s batteries by whisking the #dreamteam off to a manor house in Somerset for a long weekend of rural downtime mixed with creative planning and goal setting. Taking the time to relax and enjoy each other’s company away from the office – with plenty of fresh air and good food – gave us the chance to look at our business from a different angle and reward everyone with a few extra luxury treats. The result: we made some really exciting plans for 2020 and came home 100% refreshed. You can read more about what we got up to here.

So, as you make your business resolutions and finalise corporate goals for the year, make sure there’s some consideration of what incentives you can put in place to keep your staff motivated and healthy, with a focused and balanced approach to their work.

It’s not indulgence; it’s investment in your most valuable assets.

team wellness incentives retreat

Top tips for choosing an incentive trip

  1. Set a budget
  2. Decide what you want to achieve
  3. Think about the kind of environment that would help you achieve your desired outcome…

…then give us a call and pick our highly imaginative brains ;)  We’ll put together a few different tailor-made experiences, then all you have to do is choose your favourite!

sleek events luxury incentives

You can read more about our approach to bespoke incentive packages online, follow what we’re up to via Instagram and Twitter and, if you’d like to discuss anything, give us a call on 0208 939 1397 or email hello@sleekevents.co.uk and we’ll get right back to you.

Sleek Events in Fast Track 100

Britain’s 19th fastest-growing private company is Sleek Events

Sleek Events was the highest-placed business representing the events sector in this year’s Sunday Times Virgin Atlantic Fast Track 100. Not only that, our agency stormed into the list at number 19.

Jennifer Davidson started the company in 2015, using her spare bedroom as an office. Since then the company has expanded to a team of event specialists servicing both corporate clients and luxury private parties. The company has a strong team culture with a focus on wellbeing in what is well-known to be a stressful profession.

Jennifer was thrilled to receive the news that Sleek Events would be recognised in this distinguished British league table, “I’d been interviewed earlier in the year after being approached by the team at Fast Track. They only told us about Sleek making the list on Thursday and, of course, we rushed out first thing on Sunday morning to grab a few copies. I never dreamed we would make the top 20!”

The Sunday Times Virgin Atlantic Fast Track 100 league table ranks Britain’s 100 private companies with the fastest-growing sales over their latest three years. The 23rd iteration of the list was compiled by Fast Track and published in The Sunday Times on 1st December, with an awards event to follow in May, and alumni dinners during the year.

“This recognition is down to the fantastic team we have at Sleek Events. Their dedication to creating bespoke, unforgettable experiences for our clients is second to none. I’m exceedingly proud of everyone and very thankful to our clients, suppliers and trusted freelancers who have supported us over the last few years,” added Jennifer.

In October, Sleek Events won Best Overall Business at the Best Business Women Awards. In this year’s Fast Track 100 league table, there are 28 female founders, co-founders or chief executives running 26 businesses, a record high, and up from only 7 in 1997. The 15% of female founders compares favourably to just 4% in the wider scale-up community, according to data firm Beauhurst. Jennifer finds herself in the company of other female founders such as beauty products retailer Charlotte Tilbury (No 46) and Mowgli Street Food’s Nisha Katona MBE (No 45) but, impressively, Sleek Events is the youngest company in the 10 fastest-growing companies founded or co-founded by women by several years.

Sir Richard Branson, founder of Virgin Atlantic and Virgin Group, which has supported Fast Track for all 23 years, said, “While these are uncertain times, there is one thing I am certain of: entrepreneurs are the ones driving innovation, chasing improvements and challenging the norm. There are so many inspiring examples of this on the Fast Track 100 league table and it’s heartening to see the power of entrepreneurship to create jobs and positive change across Britain.”

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a view of the Northern Lights

Go North for a Luxury Incentive Trip

With Christmas preparations starting to come to the forefront of everyone’s minds, we’re also starting to turn our thoughts to hot new locations for our clients’ next luxury incentive trips. If all your planning of where and how you’ll be rocking around the Christmas tree has left you at a loss for inspiration, fear not! With most choosing to get some winter sun at this time of year (or maybe a countryside adventure if you read our last blog), we instead want to paint a beautiful starry picture of a destination for you to consider this month.

Tromsø, often dubbed as the ‘Gateway to the Arctic’ and the largest city in Northern Norway, has caught our attention for one awe-inspiring reason – The Northern Lights. Created from a collision between electrically-charged particles from the sun that enter the atmosphere of the earth, the dazzling Northern Lights, or Aurora borealis, are at the top of most people’s bucket lists and are truly a once in a lifetime experience.

luxury incentive trip to see the northern lights

When To Go 

It is said that your best chances to see the Northern Lights are from late September until late March, between 6pm and 4am, with around 10pm being the peak time. This means that you could take your group to do other activities during the day, or even squeeze in a half-day meeting before enjoying a delicious dinner of traditional Norwegian cuisine and heading out on a tour later in the evening.

How To Get There

The best way to get to picturesque Tromsø is by plane directly from London. However, if your guests are flying in from all over it may be easier (and cheaper) to fly to Oslo and then hop on a plane to Tromsø from there, as flights to Oslo are more regular. The plane ride to Tromsø from Oslo is just under 2 hours – so you’ll be there in no time. If you fly at night, you may even see the Northern Lights dancing around you in the sky!

See the Northern Lights as you fly to your luxury incentive trip

Where To Stay

As Tromsø is a city, there is no shortage of luxury accommodation options. Try these options below if you’re looking for true high-end Norwegian hospitality.

Clarion Hotel The Edge

Sommarøy Arctic Hotel

Scandic Ishavshotel

Tromso hotels

What To Do

As well as the Northern Lights, there is a plethora of activities you can treat your group to. These are our top 3 activities to whet your appetite for the Great Outdoors!

Husky Sledding – Drive your own team of dogs across the Arctic plains!

Husky sledding

Whale Watching – Jump on a boat with your team and find yourself some Orcas and dolphins

Visit the famous Tromsø Ice Domesvisit (or stay) at the incredible Ice Domes – a hotel made entirely of ice! Even if you don’t stay here, it is open to visitors to have a look around the bedrooms, marvel at the ice sculptures and enjoy a shot or two in the ice bar!

What To Pack

Camera – but don’t focus too much on trying to get the perfect shot. Live in the moment!

Winter warmers – bring your thermals, it’s going to be nippy.

Patience – as it is a natural phenomenon, sometimes it may take a little while for the Aurora borealis to show itself. Be patient – it will be worth the wait!

Positive attitude – be open minded to all the fun activities you can get up to in this snowy paradise and enjoy spending time with your colleagues experiencing a once in a lifetime occurrence. Talk about team building!

team huddle on the ice

So, if you’re looking for an extremely unique, special and high-end trip to ‘wow’ your top performers or favourite clients, then nothing beats the Northern Lights in Tromsø. Let the incredible natural displays speak for themselves and leave your guests feeling inspired, relaxed and ready for Christmas.

We are more than happy to arrange the whole trip for your group from start to finish, and we even offer onsite support too, so you won’t have to worry about a thing. (Plus it means we get to see the Northern Lights too!). For more information on our bespoke luxury incentives packages, get in touch on our social channels or send us an email at hello@sleekevents.co.uk

Happy star-gazing!

Escape to the Country: Sleek luxury incentives edition!

Are you looking for a luxury countryside escape from the city for your clients or employees? Look no further! We have found the perfect incentives location, just a stone’s throw away from London.

Sleek Events hit the road on Friday 1st November (along with some cheesy car songs and lots of sweets) for the 2.5 hour drive to the picturesque village of Frome, Somerset. The purpose of the weekend was both work and play. Packed with strategic sessions, question time, updates from each department but also with plenty of time to relax and enjoy each other’s company. We decided to treat the weekend as if we were on an incentive, gaining insight into the kind of activities we can offer to clients wanting a countryside getaway! Here’s what we got up to…

Day 1 

At around 4pm, we pulled up (after a few minor wrong turns!) to the aptly named Manor, buried deep in country lanes with huge iron gates to welcome us in. As we crunched across the gravel we could only look up in awe at the mansion we would be calling home for the weekend.

luxury incentive location; the manor, frome

We stepped inside and headed into the heart of the house: the kitchen! Our lovely Finance Manager revealed her secret talent of food art – we were welcomed to a glorious spread of meats, cheeses and various other nibbles, alongside several chilled bottles of prosecco.

We spent the afternoon relaxing, exploring the 8-bedroom house (it was a day for getting lost!), unpacking and chatting by the fire about the structure of the weekend to come. We then enjoyed some dinner and spent the evening gin tasting and playing games.

Day 2

Saturday morning was spent in our comfy clothes (including the lovely arrival welcome gift of a cashmere jumper that was laid out on each of our beds) nibbling on croissants, drinking tea and getting stuck into the rugby!

We quickly recovered from the pain of England losing and headed off for showers and to get ready for the morning session. We transformed the Manor’s grand dining room into a fully-equipped meeting room. We began with a company update from our MD & Founder, Jennifer, on new business developments and strategy as well as a reminder of 12-month goals. After a quick break for lunch and a walk around the grounds (another opportunity to get lost!), we began our afternoon session with some department updates including the news of our recent rebrand.

Next was some schedule downtime. It may have been a rest for our brains but not our bodies as the Sleek bootcamp in the Mansion’s gym kicked off! Luckily, this was followed by some time in the hottub before enjoying a three-course meal courtesy of our very own private chefs from The French Kitchen. The meal was to die for and added a taste of luxury to the experience.

The French Kitchen meal

Day 3

As Sunday is traditionally a day of rest, Day 3 took us on an excursion – no lie in for us! We headed to the local market which visits Frome once a month, spending an hour or so browsing the stalls and sampling some of the delicious food on offer.

Sleek team walk in the country

We then drove to the next village of Mells and set off on a gorgeous autumnal walk through the fields, before rewarding all our efforts with an indulgent roast dinner by the fireplace in The Talbot Inn, a local pub. Feeling full and chilled, we headed back to the Manor and had a little more downtime, enjoying an informal fireside chat about our personal goals and reflections.

After a day of indulgence, all we needed were a few nibbles to accompany a film and everyone was ready for an early night – the fresh country air had beaten us all!

Day 4

Waking up on Monday morning was more luxurious than your average start to the week! After a gym session to liven us up, we packed, made some breakfast and then cracked on with our final workshop. We left for London around 12.30pm, making it back in plenty of time time for the school run.

It’s amazing what you can pack into a luxury incentive weekend. Our agenda and mix of activities might have given you an idea for your own getaway or we can create a completely bespoke itinerary to suit you and your clients. Fancy incorporating more outdoor activities? Remember, we say “how?” not “no” at Sleek Events – so we really can arrange the perfect trip for you.

For more information about our incentive packages, drop us an email at hello@sleekevents.co.uk and make sure you follow us on social media to see all the other exciting destinations we visit – it’s a hard job but someone has to do it!

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48 hours in Berlin

We all know that Berlin is famous for its creative people, culinary delights, cultural landmarks and crazy parties, but what you might not know is that Berlin is a great location for corporate events too. We recently spent some time in sunny Berlin, having a look around for some unique waterside locations that would work for anything from a product launch to a corporate dinner event, with impressive views and excellent service. Here is a snapshot of our top three:

First up on the list is Spreespeicher. This trendy venue sits right on the river Spree and offers beautiful views of the Oberbaumbrücke – a bridge connecting two former boroughs that were divided by the Berlin Wall, Friedrichshain and Kreuzberg, and which has become a symbol of Berlin’s unity. The venue has natural daylight, multiple event spaces and a terrace perfect for a summer party or winter wonderland with outdoor heaters. Your guests can even arrive by boat for a truly impressive entrance!

The second venue on our list is Haus Ungarn. This edgy venue is located close to Alexanderplatz in the heart of the city, and also doubles up as a nightclub! Haus Ungarn, which translates to Hungary House, is extremely modern but with wooden touches and classic rustic Berlin charm the city is famed and adored for. This space, along with its outdoor terrace and spectacular views of the city, is a surefire way to impress your guests and leave them with long-lasting memories of your event.

Lastly, we leave you with Spindler & Klatt; a beautiful venue right on the river. This multi-floor riverside venue allows for plenty of flexibility within the space, meaning you can really pull out all the stops to impress your guests with whatever type of event you wish to put on. Like Haus Ungarn, Spindler & Klatt doubles as a club by night, and a laid-back restaurant and cocktail lounge by day. Whether you’re looking to host a relaxed dinner, a glamorous party, or a fashion show on the water, this venue has it all!

As well as checking out these impressive venues, we also spent some time sampling the local delicacies and exploring the city by scooter – we even got ourselves a bit of a tan! 48 hours in Berlin goes very fast due to the sheer number of activities and venues to keep you occupied, but we left Berlin convinced that this creative city is not just a haven for hipsters – it could be a really unique option for a corporate event or an incentives city break. With competitive prices and direct flights from nearly everywhere in the UK and Europe, the possibilities are endless in ‘the coolest city in Europe’!

We’re always on the lookout for new venues – if you’re interested in hearing more about our search, check out our latest blogs on incentives trips to the seaside, and our current favourite venues here in London.

outdoor event

Challenges of outdoor experiential events

As #eventprofs, we know there are all sorts of challenges when it comes to creating successful events. But what happens when you move your event to the great outdoors? The challenges that come with an outdoor experiential event can be endless, but not necessarily detrimental. We asked the team at Sleek HQ about the challenges they have faced and compiled a handy little list below of potential challenges, how to overcome them and things to consider next time you have to use the great outdoors.

1. Permits

Some outdoor areas, such as parks, gardens and other public areas, require you to obtain a permit before ‘setting up shop’ as it were. It’s really important to read up about the venue before booking suppliers, as this could really impact what you are and aren’t allowed to provide. Setting up a gin and tonic pop-up van in a park for a festival-style event sounds dreamy, until you rock up on the day and are met with an angry ranger telling you there is no alcohol permitted and your event is suddenly in jeopardy. Preparation is key!

Festival tents in the dusk

2. Weather

This is especially important when considering AV requirements. It’s all well and good planning a lit-up wonderland for a fashion show, product launch or Christmas event, but when the heavens open and all your open electrical equipment is at risk – the event could be at risk! Make sure everything is covered and the AV supplier has correctly assessed all potential weather risks and has backup plans for every occasion.

This is also crucial to bear in mind for the attendees too – imagine you’re outside at an event and the weather is unexpectedly hot, cold or rainy, and you suddenly find yourself in need of cover for 200 people. Keeping people happy, whether that be giving them shade, warmth or a dry place to sit/stand is a sure-fire way of making them remember your event – if you have thought about things before they happen, this ensures the event runs seamlessly no matter what Mother Nature throws at you! People like to feel looked after – if they feel like you have provided everything they could possibly need and considered how they experience your event, you are more likely to get good press/reviews, even if it was a washout!

Winter Wonderland light display

3. Coordination

Keeping people happy – have you thought about every eventuality and how you can look after people in all scenarios? How are you going to cook and bring out food? Are you going to provide cutlery? Have you thought about what is going to be the most user-friendly attendee experience? You may want to ‘wow’ them with some fine dining, but if you aren’t providing seating, then maybe you need to think of a more creative alternative to ensure their experience is easy and they don’t have a million things to hold.

Interference – if you are holding an experiential event in a public space, then you also need to consider other distractions/interference that may hinder your event. Traffic, wildlife, external noise etc, all need to be considered and a back up plan put in place. It is also worth mentioning security – if the event is ticketed, you may need to hire staff to ensure you have no unwanted visitors!

Special Requirements – you need to make sure there is suitable access for disabled guests, as well as any other considerations you would usually take for an indoor event.

Fashion show runway

4. Equipment

Things we take for granted in an indoor venue/exhibition hall/conference centre are not available outdoors! Make a comprehensive list of everything you could possibly need, even things you wouldn’t think twice about normally. One thing we find we always need onsite is scissors. You never think you’re going to need scissors until you do, and can’t find any! We recommend packing a fully-stocked stationery box, as well as a first-aid kit – not for your client’s guests as that will be supplied separately, but for your own team!

This is by no means an exhaustive list, but will hopefully give you some food for thought if you are looking to plan or are in the process of planning an experiential event outdoors. Outdoor events can be tricky and stressful to plan, but they can also be more fun and exciting and really deliver the ‘wow’ factor that is so important for an amazing experiential event.

One crucial thing to remember is an experiential event is an experience – an immersive adventure that aims to bridge the gap between a brand and its consumers, enhancing selling potential by creating a memorable experience. This being said – make sure people remember your event for all the right reasons! We can’t stress enough how important it is to prepare for every eventuality. As the author Howard Huff once said, “It wasn’t raining when Noah built the ark.” How topical with this week’s weather!

If you want to hear about how we can help you with any element of your event planning, be it experiential or corporate, outdoors or indoors, please get in touch today!

Dinerama in daylight

May’s top 3 experiential venues

Hello everyone – us again! This week in our live experiential blog series, we are exploring our favourite unique venues for experiential events in London.

There are so many venues in and around London that are great for so many different reasons. Whether it’s an exhibition hall in the Docklands, a warehouse in Shoreditch or a hotel in Mayfair, for us, the venue is up there with the most important elements of a successful event. Of course, different events require different types of spaces. The beauty of experiential events is they can be as weird and wonderful as you like, so the more unique the better! Keep reading for our top 3 venues of the week.

  1. Dinerama

This East London gem is a former truck yard with two levels, rooftop areas (with retractable roof to help with our wonderful English weather!) and multiple different spaces to hire and transform into your own experiential activation!

Capacity: 1,000 pax

Location: Shoreditch

Close to: Shoreditch High Street and Liverpool Street stations (2 and 6 minutes respectively)

Good for: Brand launches, concept parties, brand installations, summer events, festival-type events, food-based events

Why we like it: We love the fact it’s a former truck yard – there’s something so cool about dressing up and attending an event in a space that was once used for something so completely different.

Shows the capacity of the venue with a crowd of people

  1. The Conservatory, Barbican

If you want to create your event in the jungle but don’t quite have the budget to get you there, then look no further than this tropical dream in the City. Located in the Barbican, this small but versatile venue sells itself – there’s no end to the amazing and unique events you could create here! It’s also a perfect place to come and sit if you’re at a loose end on a Sunday afternoon.

Capacity: 150 standing

Location: City of London

Close to: Barbican and Moorgate stations (6 and 7 minutes respectively)

Good for: Jungle-themed events, interactive events, product launches, intimate brand activations, unique dinner experiences

Why we like it: This jungle paradise is home to over 1,000 tropical plants and fish. The key to a great experiential event is the element of surprise – this beautiful venue will wow your attendees and is sure to leave them with a unique experience they won’t forget in a hurry!

The conservatory by night with coloured lights

  1. Garden Museum

This striking venue is a fully-functional event space while maintaining it’s artistic and historical influences within a converted church, making it an ideal location for a slightly more edgy or creative experiential event.

Capacity: 320 standing

Location: Bankside, opposite Westminster and the Houses of Parliament

Close to: Lambeth North and Vauxhall stations (11 minute and 14 minute walk respectively)

Good for: Fashion shows, car launches, product launches, interactive displays

Why we like it: This venue is really different because it’s a traditional church space mixed with beautiful gardens, giving you a sense of calm while being slap-bang in the middle of London.

Glass box view

We hope this blog has helped if you’re on the search for a unique London venue – we think these three have great potential to host some incredible experiential events!

We’re constantly on the lookout for up-and-coming venues to add to our little black book so, if you have a suggestion, please get in touch! Stay tuned for the next blog in our experiential series, which will be tackling some of the financial elements of creating an experiential event!