Organizing a corporate event can be an incredible experience… or a source of stress if all the details are not taken into account. We know it well. At Valkiria Hub Space we have been seeing how well-planned events transform teams, connect people and strengthen brands for more than ten years.
That’s why we’ve created this clear and straightforward checklist to help your next event flow, have impact and, most importantly, be remembered for the right reasons.
Take note, because this guide will save you more than one headache.
1. Be clear about the objective
It may seem obvious, but it is the step that is most often overlooked. Why are you doing this event? What do you want to happen during and after? It could be to motivate the team, introduce a new product or simply celebrate a milestone. The important thing is to be clear about it from the beginning, because that will help you make better decisions at every step.
2. Define the budget well (and keep a margin).
Before you start looking for spaces or calling suppliers, define how much you can invest. And if you can, reserve a portion of the budget for contingencies. This way you will have margin if something changes or a good last minute opportunity arises. At Valkiria, for example, we offer customized packs that adjust to different investment levels without losing quality or personality.
- Choose a space that is up to the task
The place where you hold your event says a lot about your company. You need it to be accessible, adaptable and well designed. But it also needs to have professional team, technical resources and corporate events experience. In Valkiria Hub Space you will find:
- Modern, versatile and bright industrial aesthetics
- Modular spaces that adapt to your format
- LED screen 5×3 m, projectors, stage, JBL sound, spotlights, sound technician
- And the most important thing: a team that really accompanies you, from the idea to the execution.
4. Structure content and time
Make a clear outline of how the event is going to develop: welcome, presentations, dynamics, breaks, closing… This will help you visualize the rhythm of the event. visualize the rhythm and to better coordinate the whole team.
A good event is not just pretty: It has coherence, flow and room to connect..
5. Close on time to suppliers
Catering, sound, decoration, audiovisuals… the sooner you have them defined, the more peace of mind you will have. At Valkiria we collaborate with reliable suppliers and we can also take care of the complete production if you need it. The idea is that you don’t have to make it up as you go along.
- Communicate well (before, during and after).
Give early warning, share key information and make sure everyone knows where you are going, when you are starting, what to bring and how to get there. If it is an event with external people, take special care with confirmation, reminder and welcome messages. And if it’s an internal event, take advantage of it to generate excitement within the team.
- Think of the whole experience
An event starts from the moment someone receives the invitation, not when they arrive in the space. Take care of the whole journeyThe whole journey: ambiance, welcome, personalized details, music, lighting, dynamism… All these elements create an experience that stays in the memory.
- Make a technical test
This step is key. Check sound, projectors, microphones, schedule, times, routes… A general test may seem unnecessary, but it usually makes the difference between good and excellent.
- Have a plan B (just in case)
From the weather to a last minute cancellation, something unexpected can always happen at events. something unexpected can always happen. Having a thought-out alternative shared with your team will allow you to react quickly and maintain your level.
- Close with intent
After the event, take a moment to evaluate how it went: was the objective met, what feedback did you receive, what can be improved for next time? Closing the loop is part of the process and will help you grow as an event organizer or event manager.
Everything to make your event much more than “something well put together”. We want you to has purpose, flows naturally and is lived with emotion..
Preparing your next corporate event?
At Valkiria Hub Space we help you to organize it without mistakes.
Write us, tell us your idea… and we will make it come true.
