Seven Tips for Planning your Corporate Event at Hampshire House
Posted on: October 14, 2016

Planning a successful corporate event requires a great deal of forethought and careful planning. There are many particulars that need to come together in a harmonious way to ensure that all your business associates and guests feel welcomed and well cared for, and that your planned events and activities come off without a hitch. At Hampshire House, Boston’s premiere corporate event destination, our exceptional staff will assist you at every step to create a memorable and triumphant annual company meeting, client dinner, training seminar or business reception. Here are our 7 tips to planning your corporate event at Hampshire House.

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  1. Consider Your Objectives and Goals

Are you planning a business reception with industry professionals to inform and attract new clients? Will this be a special banquet to reward and retain loyal customers, or is it a company celebration to thank employees for their service or acknowledge that you’ve reached a particular milestone? The nature of the event will determine your guest list and the types of activities you’ll be planning.

  1. Create Your Guest List and Think About Special Requirements

After you’ve determined your goals and objectives, you’ll have a better idea of the people you wish to invite. As you list the names, think about any special needs that must be addressed, such as dietary restrictions. You won’t always know these, but if some of the guests are your co-workers and employees, you might know, for example, if there are vegetarians or others with restricted diets. Make a note of these.

  1. List the Planned Activities, Required Equipment, Vendors and Services

Make a list of the types of activities you plan to include in your event. If it is a cocktail reception or banquet dinner, will anyone be giving a speech beforehand? Are there employee awards to be given out or will you be making a special presentation? If so, you will need audio/visual equipment to be set up in the room. If you will be demonstrating products or giving a slideshow presentation, list the equipment required for that as well. List other vendors that may be required, such as florists, photographers and musicians.

  1. Find the Best Venue for Your Event

That would be Boston’s Hampshire House, of course! Conveniently located in historic Beacon Hill in the heart of Boston, Hampshire House boasts breathtaking views of the Boston Public Garden. Our classic New England mansion features state-of-the-art amenities such as complete audio visual services, wireless high-speed internet and valet parking in elegant, luxurious and comfortable surroundings. Our corporate events menu is second to none, created by Hampshire House Executive Chef, Markus Ripperger. We are a popular destination for corporate events with up to 500 attendees.

  1. Contact our Corporate Event Coordinator

To discuss and plan your corporate event, you can call us at 617.227.9600 or send us an email. To expedite the process, we have a convenient corporate inquiry form, where we ask about the details of your event such as the preferred date, type of event, number of guests, meals, room set-up and required audio visual equipment. This will help our event planner and the rest of our team to create the perfect event to fit your requirements. When you’ve planned your event and the activities, send out your invitations, keeping track of all those who R.S.V.P for a final guest count.

  1. Confirm Vendors and Establish Procedures and Timing

Working with our corporate event planner, set up and confirm the necessary outside vendors for your event, such as event designers, florists, photographers and entertainers. See our preferred vendors for suggestions. Create a schedule of events with timing, allowing for any opening ceremony or speeches, leisurely meals, meet-and-greet receptions and breaks. Build-in additional timing to allow for unexpected delays. This will ensure that your event runs smoothly.

  1. Get Your Staff On-Board

Organize your co-workers who will have certain responsibilities at the event, such as giving speeches, presenting a slideshow or hosting an award ceremony. Make sure that everyone knows what they’re supposed to be doing and when. This will greatly reduce stress, so that everyone can have an enjoyable time.

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