When planning the organization of a conference or other corporate event, one of the first considerations is the number of participants. This is as important an issue as the conference program or the number of speakers. Based on it, we choose a place to hold the event, determine catering and estimate costs. However, what if we invite 50 people to the event, and in the course of organization this number grows to.... 140?
We faced such a situation during the recent organization of an event for one of the furniture companies. This company was preparing a meeting for interior designers combined with a presentation of a new design program in the conference center of the Kossak Hotel.
Read how we coped this time.
Nature of the event: meeting of interior designers
Industry: furniture
Number of people: 140
during a break in the training or conference, it is worth using the space in the foyer
A company from the furniture industry approached us to organize a meeting for 50 people - interior designers, to whom the new design program was to be presented. As usual, we accepted the order very quickly and completed the formalities - sending and accepting the price offer, catering proposals, and then signing the contract and paying the advance. Fast but efficient action is very important not only for the clients, but also for us. Confirmation from the company is a signal to us that we can prepare conference services.
From the very beginning, we planned to handle the event for 50 people. However, in the course of organization, the group of people attending the event almost tripled. For the purpose of the event, we decided to arrange conference rooms A and C in a theater layout - which was the most convenient solution for such a number of people.
Preparing catering for such a large number of people is a logistical challenge, so taking care to ensure the most comfortable conditions, we decided to divide the participants into two groups for lunch (between the Percheron and Cafe Orangerie restaurants).
One of the coffee breaks was held in the foyer (only drinks were served), while an additional break with a meal (mainly cold snacks) was organized in Cafe Orangerie.
Every corporate conference requires proper technical preparation, so on the eve of the event all equipment was checked, and installation work took place. Our task was to install lighting, sound systems, and to install displays and stands in the conference rooms.
Our years of experience have shown us the importance of constant supervision of the event. For the sake of the smooth running of the conference and the comfort of the participants, our professional staff watched over at every stage.
Notepads or water were added as needed, and the cleanliness of the halls was checked during breaks. Participants and organizers were ceremoniously welcomed to the hotel and led to the conference.
When organizing a corporate conference, you also have to deal with minor problems, such as printing documents during the event, setting up roll-ups, directing lost attendees to restaurants, extending client accommodations or tasting catering. However, for us this is not a challenge, we are prepared for such situations. We are always there to help - in every aspect.
Due to the large number of guests, among other things, it was necessary to rent additional catering equipment, so it was possible to provide a quality menu for the conference. Thanks to the fact that we are always prepared for unexpected twists and turns, we managed to organize this in time.
The client, when organizing a corporate conference at our hotel, felt full support from the very beginning in terms of content and technology. At every stage of event preparation, matters were handled quickly and efficiently - to the benefit of the client.
Importantly, the client was relieved of his duties to the maximum. We watched over the entire course of preparations, so the organizer did not have to remember about many issues. The key to successful cooperation is trust, and we really can be trusted!
At Hotel Kossak we will organize a corporate conference for your company, good catering and all technical facilities, such as sound system, projector and others. We also organize other events, such as business meetings and banquets. Check out our offer:
Organization of trainings and conferences in the conference center of Hotel Kossak
We invite “old” and new customers to contact us! We are here for you if you need not only the organization of an event, but also full support and relief during the preparations. Deciding to cooperate with Hotel Kossak, you don't have to follow check-lists and worry about what can happen. We take it on ourselves!
