QUESTIONS TO ASK WHEN CORPORATE EVENT PLANNING

When corporate event planning, you can’t just focus on the activities and seminars that will be held during the event. You’ve got to think about all the “behind the scenes” details that are necessary for making the corporate event a success.

Corporate Event Planning

WHEN LOOKING AT CORPORATE EVENT VENUE’S HERE ARE A FEW QUESTIONS YOU NEED TO ASK

WHERE WILL VENDORS LOAD AND UNLOAD YOUR CORPORATE EVENT EQUIPMENT?

If you’re hiring outside catering, equipment, or entertainment, you’ll need someplace where the vendors can load and unload. You don’t want to occupy the front entrance, so make sure the venue has a loading dock or back way in for the vendors.

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HOW WILL THE CORPORATE EVENTS SET UP BE HANDLED?

Perhaps the layout of the rooms will be changed from one day to the next, or even one event to the next. Maybe you’re going to transform the primary meeting room into a luncheon hall for a midday meal. Whatever the case, you need to find out how the venue is going to handle all the required moving and changing that goes into the setup.

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WHERE CAN THE CORPRPORATE EVENTS ITEMS BE STORED?

You will always need storage space for empty boxes, containers, banners, handouts, and the hundreds of other things required for a successful event. Make sure the storage space is located for convenient access, but it can be securely locked for maximum safety.

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WHERE CAN WE PLACE KEYNOTE SPEAKERS AND IMPORTANT GUESTS FOR YOUR CORPORATE EVENTS?

You’ll want some sort of “green room” where important people can wait before their presentation, seminar, or event. The venue should offer a side room with refreshments, comfortable seating, and seclusion so your guests and speakers can focus on preparing without distraction.

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WHO IS OUR TECHNICAL POINT OF CONTACT FOR CORPORATE AV?

Unless you’re bringing in your own equipment, you’ll need to know who to talk to in case of technical difficulties at the event. Have the tech support team on speed dial so you’ll always be able to get help to solve the inevitable problems that arise.

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WHO IS OUR OVERALL POINT OF CONTACT FOR THE CORPORATE EVENT?

The venue will provide you with a coordinator to keep everything running smoothly, and you need to know who that is. They’ll be the one to go to in case of any glitches, hiccups, or problems with the venue and vendors.

Corporate Event Planning Team

HOW CAN WE MAKE THE MOST USE OF THE CORPORATE EVENT SPACE?

If you’re using a dedicated event space, you may have to think about how to make the most of the limited space you’re provided. This may require a bit of creative thinking to fit a lot of people into a small area.

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Or, you could try a warehouse-style venue, which offers all the space you need with the most flexible, versatile setup options. We are proud to provide you with all the options you could need to pull off a perfect event. We’ll customize our blank canvas warehouse space to meet your desires and help you have a corporate event you can be proud of.

HOW TO MAKE YOUR NEXT AWARDS NIGHT OSCAR-WORTHY

Awards Nights are a wonderful way to recognize people for their hard work, years of loyalty to your company, or their personal or professional accomplishments. It’s also a beautifully elegant affair, and a chance for your guests to dress up and look their best.

Oscar Worthy Award Nights | Red Scooter

IF YOU WANT TO MAKE YOUR NEXT AWARDS NIGHT A TRULY MEMORABLE EVENT CHECK OUT THESE TIPS COMPILED BY OUR RED SCOOTER EXPERTS

HAVE A GOOD MC FOR THE AWRDS NIGHT

The last thing you want is someone to get on the stage and stutter and stammer their way through the presentations. If you’re not going to hire a Master of Ceremonies, make sure the person leading the event is comfortable with public speaking and has prepared what they’re going to say. It will streamline the event and make it more enjoyable for the guests.

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DON’T SKIMP ON THE AWARDS FOR THE AWARDS NIGHT

A “cheap” award will cheapen the event. Make sure the award matches the elegance of the awards ceremony. You don’t have to spend a fortune on the awards, but do make sure that they look good, are solidly built, and are personalized for each winner.

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GOOD FOOD AND DRINK CAN MAKE OR BREAK AN AWESOME AWARDS EVENING

Even if the awards ceremony doesn’t go off without a hitch, it will all be forgotten once the dinner and drinks are served. If you really want to streamline the event, consider having food cart style event catering to loosen the guests up a bit.

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CONSIDER AWARDS NIGHT SPONSORSHIP AND TICKETS

Getting sponsors can help to increase your event budget, meaning you can afford better quality venues, food, entertainment, and awards. You can also sell tickets to those who are attending the event to raise money for the awards night.

SET AN AWARD NIGHT THEME

A themed Awards Night can be A LOT of fun. You’ll be able to get a lot of great pictures dressed up in their costumes, and it will make decorating the venue a lot easier. The addition of a theme will add a touch of flair and pizzazz to the event, making it stand out in the minds of those attending.

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LIVEN UP THE AWARDS PRESENTATION

Don’t make the Awards Night an endless litany of talking and applauding. You’ll want to break up the presentations with a bit of entertainment: live music, dancing, magic, comedy, or anything else you can think of. People will get bored if it’s only conversation, so make it fun!

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Follow this advice, and you’ll make your next Awards Night an event to rival the Oscars or the Golden Globes.

MAKE YOUR AWARDS NIGHT A SMASHING SUCCESS

Award Nights can be a wonderful way for you to celebrate important people—the suppliers that keep your company stocked with high-quality products, the employees that ensure smooth business operations, even your top customers. Whatever type of awards night you’re hosting, here are a few tips that can help you make it a huge success:

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GET A PRESENTER THAT CAN PRESENT AWARDS WELL

The last thing you want is to bore people with a dull, monotonous presentation. If your CEO or president isn’t a natural public speaker, hire an MC to do it for you. You want someone with wit, humor, pizazz, and a winning personality to be the one presenting the awards t keep people engaged.

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KEEP THE AWARDS PRESENTATION SHORT

The last thing people want is to sit through hours of awards. They want to celebrate the important things, then get back to enjoying their dinner and the rest of the event. Try to keep the awards ceremony under 40 minutes, and definitely no more than an hour!

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GET CREATIVE WITH THE AWARDS AND AUDIO VISUALS

Give each category their own songs, and use a unique tune to celebrate the winners walking up to receive their awards. Make a fun slideshow or video presentation for each award. The more engaging the audiovisuals, the easier it will be for people to get into the spirit of fun.

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BE AN ORGANIZED AWARDS NIGHT PLANNER

Make sure you know who is going on and when, and what categories will be presented in what order. You’ll need at least two or three people behind the scenes to bring up the presenters and keep things moving. Make sure to assign people to that role, as well as having one or two people to help the winners off the stage.

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FIND A GOOD AWARDS NIGHT THEME

A themed awards ceremony can be a whole lot of fun, and it can be a way to do something different from the classic “gala” event. Think of a theme that ties in with your company’s brand, or choose something that appeals to your target audience.

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GET ALL THE RIGHT EQUIPMENT TO ENSURE THE AWARDS NIGHT IS A SUCCESS

When searching for a venue for your awards night, make sure the venue has all the sound, lighting, and video equipment required for the ceremony. Do a run-through a day or two ahead of time so you know exactly what’s going to happen, and you and the venue will both have time to pick up any missing or required equipment not on hand.

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FIND THE RIGHT VENUE TO HOST THE AWARDS GALA

Finding the right venue is a MUST! You need a large, flexible space capable of being adapted to your needs. You could go with a classic function room, but we recommend a warehouse style venue. Not only are they supremely “on trend” at the moment, but you’ll find they’re the most versatile option for your event. You’ll be able to customize the venue however you want, arranging everything according to your theme, the number of guests, and the type of award ceremony!

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5 WAYS TO MAKE YOUR GALA DINNER SPARKLE

Gala dinners are a wonderful way to appreciate your top clients, vendors, or employees for their hard work, or to celebrate an anniversary, wedding, birthday, or professional achievement. Basically, if you’re a fan of fine dining and an elegant party, a gala dinner is an amazing choice.

Our Red Scooter experts have come up with a few ways you can make your gala dinner a truly memorable event:

MAKE IT A MASQUERADE GALA DINNER PARTY

What could be more fun than hosting a Masquerade Ball? Guests can dress up in their very best dinner jackets and ball gowns, complete with masks to hide their identities. It will feel like something out of a Shakespearean play—a whole lot of fun for all!

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BRING IN THE CASINO AS ENTERTAINMENT FOR YOUR GALA EVENTS

You don’t have to go to a Casino to have a night of fun and gambling. Instead, host a Gala Dinner where the guests will have the chance to play craps, roulette, poker, and Blackjack. It’s a great way to make your fundraiser a truly magical event.

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HOST A WINE TASTING GALA DINNER

What could be more awesome than bringing the best Australian vintages to your Gala Dinner? Wine tastings are a lot of fun for all, and they can educate your guests about local and international wines. Set out charcuterie and cheese boards, fresh bread, olives, and dark chocolate, and bring in a variety of wines for everyone to try.

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BRING IN THE CHRISTMAS SPIRIT AT YOUR EVENT GALA

If you want to host your gala dinner around the holidays, you can make it a Christmas-themed event: Winter Wonderland, Alpine Ski Party, or even a Christmas Extravaganza (complete with towering Christmas tree, tinsel, and decorations). Crank up the air conditioning to chill the room, and your guests can keep on their winter coats as they stroll around the venue decorated with lots of fake snow.

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TAKE THEM TO AN ISLAND PARADISE

Hawaii, the Caribbean Islands, and the Pacific Islands are all magical, exotic locations with rich culture and heritage. The decorations are colorful, the food is absolutely divine, and the music makes for a lot of fun. You can turn your Gala Dinner into a less formal event by making it an “Island Paradise”-themed party. Your guests will have the time of their lives!

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These are just a few ways you can make your gala dinner stand out from every stuffy, formal affair you’ve attended in the past. Creative themes like this will make the events truly memorable to your guests.

THE TEN VENDORS EVERY EVENT PLANNER NEEDS

No matter what type of event you’re planning, you will need vendors to provide a variety of services: food, drinks, décor, entertainment, and the list goes on. All good event planners have a list of vendors they like to work with, and who they know provide quality services at an affordable price. Here are a few of the vendors you will need for just about every event you’re hosting:

GOOD FOOD AND DRINKS ARE IMPORTANT FOR EVENTS TO BE A TOTAL SUCCESS

No event is complete without delicious food and drinks. Everything from weddings to awards gala to formal dinners to school events revolve around the canapes, cocktails, entrees, and desserts. You MUST find a caterer you can trust, one who delivers high-quality food and a wide selection of beverages (alcoholic and non-alcoholic).

Food Carts For Events Treat Your Guests To A Food Cart Feast

GRAPHIC DESIGNER FOR EVENT INVITATIONS

You’re going to be sending out invitations to just about every event you host, so you need to have a designer to help you create custom invitations, flyers, and promotional materials, e-vites, website banners and graphics, and more. Customized graphics are vital for setting up any type of event.

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PHOTOGRAPHER FOR EVENT MEMORIES

A picture is worth a thousand words, and a video many more. Quality photos are more than just a great memory to keep; they’re also vital for promotional and marketing efforts. You want to make sure to have a reliable, skilled photographer available to take pictures of any events you’re hosting.

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FLORIST’S FOR BRIGHTENING UP YOUR CORPORATE EVENTS

Flowers play a central role in weddings, but they can be important for awards dinners, formal ceremonies and graduations. Even birthday parties. Florists are more than just a good source of flowers. They can also create custom masterpieces to help bring the décor of your event to life.

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BAKER/ DESSERT MAKER FOR CORPORATE EVENT DESSERTS

If you want to have a truly memorable event, it’s often the desserts that people will remember most! You need tasty treats to help close the evening. For weddings, you need a big old cake! Awards ceremonies and formal dinners, you need a delicious dessert to wind things down. Parties and celebrations, you must have sweet treats to satisfy your guests’ sweet tooth. You need to have a baker or dessert maker among your list of contacts!

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ENTERTAINMENT PROVIDER FOR EVENTS IN MELBOURNE

All events need additional entertainment! You’ll need a DJ or live band for a wedding, a Master of Ceremonies for formal dinners. A stand-up comedian or live magician for your awards ceremony, or even a dance troupe for your university graduation. The entertainment can make or break the ambience of the event. Make sure you have the right vendors on speed dial.

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As Melbourne’s premier event planning service, we have learned the value of working with the right vendors. Work with us to plan your event, and you’ll see just how wonderful it is to have good quality vendors to rely on.

ABOUT THE AUTHOR

 WHY ARE WE MELBOURNE’S MOST POPULAR WAREHOUSE VENUES FOR EVENTS?

It boils down to one simple thing: our mothers raised us right!

Our mums taught us to:

Be considerate of others and their things

 Treat others like we want to be treated

 Go the extra mile to make people happy

Thanks to these simple life lessons, Red Scooter has made it a point to go above and beyond. To give each customer EXACTLY what they want.

THERE’S NO PARTY LIKE A RED SCOOTER PARTY!

An award-winning venue, with flexible style, unique décor, and tip-top service.

Creative and professional event planners who work with you to create a function that will blow your guests away with fun and entertainment.

Top-quality catering and service, from signature cocktails to on trend food carts.

If you want only the best for your events in Melbourne, you should make Red Scooter your first choice.

OUR AWARD WINNING VENUE IS AVAILABLE FOR YOUR EXCLUSIVE USE

LOOKING FOR MORE?

The Corporate Event Planning ideas listed here are only a sample of what Red Scooter The Unique Events Venue can provide at our New York inspired warehouse venues. We can tailor any function package to suit your needs – and this is only limited by your imagination. We specialize in making every occasion a unique experience. From your guests arrival to the last dance we will help bring your dreams to life at Red Scooter.

 Visit us just outside of Melbourne’s CBD, and talk with our professional event planners to see how our award-winning event planning service can help you create the function of your dreams! Your satisfaction is our guarantee. We’ll take all of the stress off your plate – freeing you up to enjoy the celebration you deserve.

 Our convertible warehouse chic event space allows you to put your best event forward. With modern, customisable venues for up to 380 people. Each of our venues lends itself as a blank canvas for you to fully customise.

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OUR FOOD CART BROCHURE

Learn about the latest trends in event catering

AND OUR HISTORY OF EXCELLENCE

Red Scooter is proud of its achievement being voted the Best Function Venue according to Restaurant and Catering Victoria. We have also been commended as The Sustainable Business Award from the Environmental Protection Agency for our responsible environmental practices.

“WE STRIVE FOR A NEW YORK VIBE – AN EXCITING, COLOURFUL, SPARKLING MELTING POT OF CULTURES, CUISINE AND DÉCOR…”

Eammon Hamilton – Director of First Impressions

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