What’s in a venue anyway?

Social Event Manager v/s Corporate Event Manager

When planning an event, getting the venue correct is one of the most critical things which helps you attract your audience and create maximum impact out of doing the event.

Out of all the events which take place within the corporate spectrum, cocktail receptions and networking meets are the most frequent, with almost every company calling in their clients to spend some quality time outside the office, without having little or no formal agenda to the evening and creating meaningful relationships which help further client retention. Based on Pareto’s law, many companies use this as a tool to strengthen ties with current clients as well as to impress upon existing clients.

With so many companies organizing cocktail and networking meets, budgets assigned usually are controlled and at the same time, clients want to offer their guests the absolute best in food and drink.

While we think, hotel banquets especially 5-star ones are yet unmatched in terms of service quality and we from experience can say that a 5 Star name alone creates an impact, the past few years have seen the emergence of nightclubs as a new breed of places as an alternative to 5 –Star hotels which serve as corporate cocktail venues.

Based on past experiences we create a list of what you as a client need to know while you try to decide on a venue for you next company event/ Party:

5 Star Hotels

Cunningham Lindsey's 10th Anniversary

The charm and the charisma which 5-star hotels add to your event is exemplary. The ambience created is usually the best, the brand of the hotel rings a bell with most attendees and attracts a great response from your invitees.

However, as they also say, “Quality comes at a price”

With the hotel usually, you would start with a dinner package with alcohol being as per consumption.

For the Set-up, you would require to include a charge for venue rentals within your budget, as giving you the venue for most of the day means a revenue loss for the hotel, which in business terms would not make sense.

The hotel would give you the banquet hall and extremely brilliant and hospitable service, but that means everything from your stage, sound, lights and AV is yet to be accounted for.

All licenses including liquor have to be accounted for additionally.

This is the best part however, 5 Star Hotels are available to be rented out on any of the days of the week including Fridays and Saturdays.

They can be approached for any kind of event you plan to have, and are not limited to any particular kind.

 Night Clubs and Lounges

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Night clubs and lounges are built for cocktail receptions and parties. The ambience provides for candid conversations and an informal setting.

These venues usually offer you a per person package which includes Alcohol service and dinner at one flat fee for unlimited service. This fee usually is as much or a little more than what a 5 Star would offer you just for dinner.

Most Night clubs and Lounges open for dinner and are non-functional during the day, which allows to use the venue for Set-Up at no added cost. However, setting up a stage in-case you want to have entertainment can be a challenge due to space constraints.

Along with the venue itself, most night clubs usually have a sound system and ambient lighting for a cocktail reception built in, and they usually include that within the package cost per person. This means you as a client do not have to shell out the extra bucks for Sound and Lights and can either save them or spend them on Corporate Gifting or Décor.

Many of these venues acquire event licenses on a yearly basis, hence they do not usually ask clients to acquire a license for a DJ or Live Entertainment. This however is subject to government regulations and all mandatory licenses need to be in place before the event takes place.

The disadvantage faced with Night Clubs and Lounges is, they usually never give out the venue exclusively on a Friday or Saturday, unless you do a complete buy-out. In that case the cost usually goes higher than expected.

You cannot have banquet seating like you would at a hotel or banquet, you usually need to have floating crowd at the venue.

The kind of events you can do at these venues are limited to just cocktail receptions and company parties.

Besides the above mentioned venues, an event is possible to conduct anywhere you would like, including your own facility as well.

The above information is solely based on our experiences as event planners, we have managed various events at both type of venues for our clients in the past and from what we have noticed, an event is only as good as the client makes it, you know your audience best and we hope the above information can help you make an informed choice the next time you look to organize a cocktail reception or party for your company.

Event Venues – Small or Big?

Event Venues – Small or Big?

There’s something about a colossal event space – that makes room for all the elements of an event set up AND holds maximum attendees, while allowing networking to happen. However, in the event management industry, change is the only constant. The new trend for event venues is to go small.

Hotels and convention centers are being encouraged to host conferences and gatherings in smaller meeting spaces – which makes them more personal, casual and engaging.

Courtesy: Bizbash
Courtesy: Bizbash

Even if the event itself demands a larger space to support its agenda, say a corporate launch for example, some methods can be incorporated in the seating plan to make spaces that help attendees feel comfortable to connect, network and brainstorm.

Courtesy: Bizbash

For this purpose, event planners can go ahead with lounge seating as alternatives to typical chairs.  The ultimate networking space would be smaller tables with may be a few bean bags or comfortable chairs – with the perfect combination of secure, reliable Wi Fi and charging kiosks for all mobile devices. This is a good way to break free from traditional meeting areas.

Courtesy: Bizbash

From small to large, every request is an opportunity for a venue to improve its operations and expand its business.

 

Grand Hyatt Mumbai is one of the best conference hotels in Mumbai for all types of meetings and Events that are conducted with unparalleled style, elegance and attention to detail. 

Pegasus Events executed a media master class and luncheon organised by Tourism Victoria, at this venue. Gary Mehigan, chef and co-host of Masterchef Australia, was the highlight of this event – he conducted a master class for the special invitees from the media, which was followed by the luncheon. For this reason, the venue used was Celini, where a special menu was designed and implemented by Gary. The set up at the venue was designed in a way to bring the feel of Melbourne, with its must-visit and popular destinations.

 

Overlooking the Gateway of India with a panoramic view of the bay, the Taj Palace, Mumbai, is one of the leading hotels of the world and also a favorite destination for business. Known as Mumbai’s original luxury hotel, it is an event space like none other in the world. The palace has been restored to its pristine glory; and it provides an elegant setting for hosting high-level meetings and upscale private events.


It played the perfect host to the Parthenon Group’s education seminar, a high-profile corporate meeting, with its unparalleled hospitality.

The Westin Mumbai Garden City

The Westin Mumbai Garden City is a 5 star deluxe hotel which is 20 minutes away from Terminal 2 at The International Airport, located close to the business district and within easy access of the Bombay Exhibition Centre. Overlooking tranquil views of the Mumbai’s only National Park makes this premium hotel easy for guests to combine business and relaxation.

This venue played host to an annual awards ceremony for Aranca, a leading provider of customized investment and business research for global clients, executed by Pegasus Events. The venue’s muted colors, soothing lighting, state-of-the-art audio-visual equipment and sound systems created the perfect environment for an event of this kind. 

 

How to Choose An Event Venue

How to Choose An Event Venue

About the author: 

Jeff Caldwell is Brand Manager of Litchfield Landscape Elements in Carrollton, GA. 

Picking the perfect place for your private or corporate event is as easy as making a simple checklist and going through it. Here are the main points you’ll need to focus on in order to make your gathering a success.

Define Your Event by Considering Your Attendees
Think about what kind of event you’re going to host and the needs of those who’ll be participating. Will people have to drive long distances or fly into town to attend? Is your event going to span more than one day? The answers to these questions can help you decide whether you should select a venue that’s close to lodgings or dining establishments.

Other important considerations include timing and overall duration. Your guests are certain to become hungry and tired after a while, especially if they have to do a lot of walking or socializing. While these aren’t unmanageable problems during shorter gatherings, you may still prefer a venue that offers on-site accommodations.

Matching Amenities to Your Guests’ Needs
Once you’ve identified pertinent attendee needs, check on the amenities available at each potential location, but don’t limit yourself. If you’re unfamiliar with the area, for instance, find out about local dining, shopping and lodging options. Choosing a venue within walking distance of such conveniences can make it much easier to schedule multi-day events. When combined with outdoor shelters or local resources, like nearby parks and entertainment, a minimalistic venue can become the scene of an unforgettable gathering.

Ensuring the Location Can Support Your Schedule
Of course, you’re also responsible for the actual activities that will occur during the event. Your venue must be able to accommodate lectures, speeches, dances, banquets or anything else you need to make the overall gathering enjoyable.

So, how can you tell if your proposed location is suitable? In most cases, the easiest way to get a good feel for what you’ll be able to do with the place is to check it out in person. While two competing venues may seem to be comparable on paper, touring them yourself will make it much easier to choose something you feel comfortable planning around.

The Value of Close Inspection
You should also take advantage of your inspections by comparing each venue’s listed amenities with what you actually see. For instance, it’s not enough to simply have audio-visual equipment of uncertain quality on hand; you need to ensure that the cables, connectors and devices are current enough to meet your standards. Similarly, you should inspect critical fixtures, such as outlets and lighting.

Be certain the space can create the aesthetic effect or impression you want to promote. True, some of your attendees will be considerate enough not to blame you and your organization for the patchy wallpaper or shabby decor, but can you say the same for your international business partners? If you plan on dressing to impress, then your venue ought to do the same.

Distinguishing Price Factors
Finally, remember that venue pricing isn’t just about space rental costs. Most venues work on a contractual basis, and if you’re careless about the details, you may be confronted with additional expenses or unreasonable fees.

Be certain to ask about special rate availabilities for repeat events and investigate whether you’d pay less during other timeframes. Even if you’re dead set on a date, learning more about your options may help you gain more bargaining power and make a smarter choice for future events. Good luck planning!

The Regal Room at The Trident Mumbai

The Trident Hotel at Nariman Point Mumbai is one of the city’s grandest landmarks. The Product of the Year India Awards 2013, was organized by Pegasus Events at the Regal Room, which added a lot of value to the event, with the spaciously built banquet halls, super premium service quality and excellent food that Trident had to offer.

USP : Located at Nariman Point, the Trident offers the best view of Mumbai – with the city’s skyline and Marine Drive, the long promenade along the bay.