FAQ
Why should I hire a corporate event planner rather than keeping it in-house?
Unless you hold mid- to large-scale corporate events frequently throughout the year, keeping an experienced event planner on staff is probably not going to be cost effective. A professional corporate event planning service, like Event Solutions, can handle the logistics of any size event so that you and your team can focus on enjoying yourselves and mingling with your guests.
Where should I hold my next corporate event?
Event Solutions has relationships with most of the major event venues throughout the nation, meaning you can have your next corporate event virtually anywhere you want (or even virtually). If you aren’t sure where you want to hold your event, our professional event planners can offer you with a range of options.
What services are provided by corporate event planners?
Event Solutions provides everything you need to make your next corporate event a day to remember. We can secure the venue, bring the food, manage event rental equipment and supplies, set up the equipment, hire the entertainment, and coordinate the logistics to make sure the only thing you have to worry about is having fun. See our full list of services here.
What is the difference between employee events and promotional events?
In many ways, employee events and promotional events are similar. Your goal is ultimately to keep your guests entertained and satisfied, thereby showing them that they are right to be involved with your company. However, we bring a unique spin to each and every event we plan. Product launch and branding events need to showcase your company and the unique product(s) you offer, whereas employee appreciation events are about team building as much as anything else. With our years of experience, we know how to make every corporate event true to its purpose.
Should my corporate event have a theme?
The short answer is yes, with one major caveat: your theme does not have to turn your event into a theme party. In fact, most of the time that’s exactly the opposite of the atmosphere you’re trying to create. While a western theme might be great for a company picnic, it would hardly be appropriate for a product promotion (in most cases). When we say that every event should have a theme, we mean there should be a clear idea of the purpose of every event, which informs the theme. The food, décor, entertainment, and every other element of your corporate event should be in the service of the event’s purpose. These elements combine to form your corporate event theme. Learn about developing themes and brand here.
What makes you different from other event planning companies?
Owing to our nationwide services, connections with venues and vendors nationwide, and nearly 40 years of experience planning business events, we have unique insights and exceptional abilities to give you the best event possible. Everything is personalized to you, your event, your company, and your needs. Our event coordinators, managers, and personnel are friendly, knowledgeable, and offer great service.
What types of events do you specialize in?
We specialize in all kinds of corporate and business events. See the full list on our page on corporate events.
How many events do you manage?
For how many events we manage per day, it depends on the scale of events. Some days, we may manage 3 events with 1000+ guest count, or 8 with guest counts in the lower hundreds. However, we are always committed fully to every event, no matter the scale or our schedule for the day.
Will someone be dedicated to my event throughout or just the day of?
We are dedicated and available throughout the event planning process, and available throughout the day of the event, remaining onsite to oversee it. We work closely with event managers who are trained expertly to assist us in managing multiple events throughout a given day. Whether it’s your head event planner or their trusted event manager, someone is always available to you during your planning process and event.
On-Site Lunches
Why should I host an on-site lunch at my workplace?
Although more lavish corporate events can provide a big boost to morale, many companies can simply not afford to hold these types of events more than once a year. On-site lunches are a great alternative, allowing you to remind your employees that they’re valued all year round. If you are hosting clients, a professionally catered on-site lunch can show your clients that you mean business.
How are on-site lunches different from just ordering in?
Our on-site lunches are catered fresh and prepared at your office. Unlike takeout food, our catered lunches are guaranteed to still be hot when you sit down to eat. And our friendly, professional servers turn your daily break from work into a fun event for all.
What are our food options for on-site lunches?
The catering menu for our on-site lunches includes everything we offer for company picnics, corporate dinners, and every other type of event we plan. For corporate lunches, our most popular items include fresh salads, succulent meat dishes, and delicious sides. See some good food to have catered for business meetings.
Is catering available at other times of the day?
Absolutely. In fact, we cater almost as many on-site breakfasts and dinners as we do on-site lunches. Not every workplace is on the same schedule, and many employers like to surprise their workers with a treat first thing in the morning or something a little more formal at the end of the workday. And if you have to keep your employees late for a special project, nothing says “thanks” like our fresh, delicious catering.
Holiday Parties
Should I throw a holiday party at my workplace?
The decision to throw a holiday party is up to every business, but you should know that about 80 percent of American businesses do throw holiday parties of some kind. The holidays can be a stressful time for employees, so throwing a party at this time of year can be a much needed relief. Also, in the spirit of giving that comes with the season, showing your employees a good time is a great way to show you care.
What are some good holiday party ideas?
We’re so glad you asked! Planning great holiday parties is what we do here at Event Solutions and, while we can’t tell you what your party should look like without speaking to you, we can tell you some elements that make for a great party. It starts with delicious food and drinks, continues with world-class entertainment, and ends with your employees thanking you for a fantastic time. For an extra-special time, ask us about the exclusive venues we can book for you in your area. After all, sometimes the best part about an office party is getting out of the actual office.
Do you offer any holiday party games?
Yes! Our event planners can put together a package of games that’s perfect for every occasion. When it comes to your holiday party, we can put together games that are tailor-made for the season. Classic board games and party activities are fun, but they can’t compare to holiday-inspired games we provide. Contact us to hear about our special holiday party games today.
Promotional Events
Why should I hold a branding or promotional corporate event?
A solid marketing plan is oftentimes the key to success in the business world. When you want to launch a new product, open a new location, or simply remind the world about your business, a promotional or branding event can be just what you’re looking for. It can generate public interest in whatever you’re promoting and, when done right, will leave a lasting positive impression on your potential customers. Learn how to leverage your event for marketing.
What are some good promotional event ideas?
It depends on the nature of your event, specifically the product or service that you’re trying to promote. A new brand of liquor might call for a swinging cocktail party, while a new line of kids’ clothes will call for something that’s fun for the whole family. You’ll also need to decide whether to hold the promotional event on-site or at one of the many fantastic locations we can secure for you. But the focus should always be on your promotion. Find more ideas for brand activation events here.
How do I plan a promotional event?
That’s where we come in. Just let our event planners know what it is you want to promote and who you want to promote it to, and we can handle the rest.
What is the best way to throw a branding event?
Branding is one of the most important parts of any marketing plan. Our branding events are specially designed to keep your brand front and center. In the past, we have created branded objects out of ice, desserts, wall projections, and anything else that was available given the venue and catering choices. Once you decide on what elements you want at your promotional event, we’ll make sure your brand is visible everywhere.
Employee Appreciation & Team Building
How do you make an employee event fun?
Remember that fun is subjective. So, the first thing we do when planning a fun employee event is to get to know your company’s culture, values, and what has worked for you in the past. What activities did employees have fun doing? What is their level of expectation? From that information, we can make an employee event fun!
What not to do at a work event?
Employees should not disregard company policies just because it is a work event. Likewise, HR should be clear about expectations of behavior, appropriate attire and other sensitive topics. When we plan corporate events with you, we will provide suggestions on communication to help your team know what they can and what not to do at a work event.
Why should I have an employee appreciation event?
Showing your employees isn’t just the right thing to do; it’s also good for business. Employee appreciation events show your workers how much you care, leading to higher employee satisfaction. This translates to higher retention rates and increased productivity. These types of events also tend to foster a more pleasant work environment for everyone, including you.
How do I improve my team building efforts?
An employee appreciation event can be a great opportunity for team building. Some events are exclusively thrown for team building purposes, while others work team building games into the overall day. Some of our team building games are so much fun, your employees won’t even realize that they’re forging strong bonds with their fellow workers while they play. Activities range from tug-of-war to basketball to board games to fun water games.
What are some good employee appreciation ideas?
Showing your employees you care should be a personal statement. Although it will undoubtedly include food and fun, no two employee appreciation events should be the same. Tell us about your business and the kind of people you employ, and our expert event planners will come up with a great employee appreciation idea that is unique to your business.
Open Houses & Grand Openings
What are some good grand opening ideas?
When it comes to throwing a grand opening, the key is to impress your potential customers to keep them coming back for more. Event Solutions has been making grand openings like yours a smash with the best live entertainment, delicious catered food, and everything else you need to keep your guests entertained. After we know a little more about what makes your business special, we can come up with the best grand opening ideas you’ve ever seen. Find ideas by seeing what we did for LESSO’s grand opening., or what we did for ICT US.
What are the benefits of having a business open house?
Restaurants and retailers pretty much have to have a grand opening to announce that they are open for business. But what if you are in a service-oriented industry? An open house can be a great way to let the public know who you are and what you can offer them. Businesses as diverse as dental offices, print shops, and hair salons can all benefit from the publicity an open house can bring.
What are some good corporate open house ideas?
A good corporate open house should showcase your business and the people who make it work. That generally means shying away from flashier entertainment pieces and extravagant meals. Instead, you want to focus on making your business look presentable and making sure potential customers can park easily. Some tasteful decorations can also let people know that there is something to see here. Hiring a professional event planner can help you make sure that your open house is a success by handling the logistics and decorations that can make or break this type of corporate event.
Event Photography
How will I preserve the memory of my special event?
Event Solutions can help you preserve the memory of your next corporate event with our free on-site photographer service. We send professional photographers to your event to capture all the special moments that occur throughout the day. Then, we upload those photos to a free online gallery, viewable by you and anyone else you want to share them with. That way, you can put your phone and camera away and focus on the most important aspect of any event: having a good time with your guests.
Event Goals, Audience, & Branding
How can you help me achieve my specific event objectives? (e.g., increase brand awareness, generate leads, boost employee morale)
Surveys, questionnaires, and emails are the best way to source what your team needs. When it comes to specific things like brand awareness and generating leads, our team utilizes their experience from years of service to leverage your event in a way that achieves these goals. Your event planner will go over these goals with you and how they will be achieved during the planning process.
Do you have experience working with my target audience? (e.g., C-suite executives, industry professionals, sales teams)
We have nearly four decades of experience working with clients in every industry and coordinating every type of corporate event. We work planning events for C-suite executives, industry professionals, and sales teams alike. We have planned events catering to every tier in the business world. This means that, no matter the audience, we are able to coordinate an event perfect for them.
How can you ensure the event is engaging and relevant to my audience?
Knowing your audience, demographics, and ages as well as their expectations and the event goals are crucial. We get to know each of these, as well as using content, engagement, activities, and more. We mix formats between speeches and engaging activities, add special features like mood lighting, decor, or music, and incorporate networking and icebreakers to make the event fun and meaningful for all. We even utilize pre-event buzz to engage. We also incorporate activities like raffles or social media hashtags/activities into the event.
How can you incorporate my company’s branding and messaging into the event?
We have countless ways of branding your event, from GOBOs to step-n-repeats, to food, and even casino game chips and menus. See our page on developing themes and brand for examples of how we go about this process. We’ll collaborate closely with you to ensure every aspect of your branding and messaging is executed faithfully throughout the event.
Sustainability & Accessibility
What sustainable practices do you incorporate into your event planning?
We use farm-to-table goods, source local food, and use eco-friendly materials like bamboo cutlery or china. We also provide recycling services for every event. See an in-depth look at our eco-friendly event practices in our guide to sustainable corporate events.
Can you help me make my event carbon-neutral?
Yes, we can. Our agency is devoted to sustainability. We have worked to ensure events are carbon neutral and developed ways to offset carbon emissions and promote sustainable practices wherever possible. From using local venues to offset travel emissions to using reusable decor and dinnerware, we are dedicated throughout the event to sustainability.
Can you suggest ways to give back to the local community through my event?
We work with caterers and companies who donate untouched food to food banks, to charities, and to the community. Another option is charity fundraisers or charitable team building activities, depending on your event style, scope, and budget.
How can you ensure my event is accessible to all attendees?
We research and map the event space before the event, to ensure it is accessible to all. Whether we need to scope out or provide wheelchair ramps or ensure walkways are wide, our team does everything needed to make a venue accessible. We also have many options of ADA-accessible venues to suggest for you. We provide translators and interperators in any language, for all manner of events.
Can you help me create an inclusive event environment?
We are well-versed in inclusive events, and even have a blog on planning accessible meetings and events. We value including everyone and giving the utmost respect to all guests. Our team is diligent about providing for all needs and ensuring everyone has the best experience possible.
General Questions
Do you have a minimum guest count?
No, but we do have a minimum budget per location/type of event – contact the event planner to find out more and that we try and work with them to meet their needs within their budget.
Can you help me obtain any necessary permits or licenses?
Yes, we handle all permits and licenses and work closely with venues to ensure everything is lined up ahead of time. We also handle the logistics of the entire booking, appointment, and setup processes. No fee is charged for permit services. We also coordinate safety inspections and fire inspections.
What about event insurance? Do I need to carry it or will you handle that?
We carry event insurance and handle presenting it to the venue and any other documentation required. We handle all of it so you don’t have to.
Do you have liability insurance?
Yes, we do. We cover all manner of event insurance, including liability.
What is your fee structure?
We have a sliding-scale cost structure for events, with most event costs depending on factors such as guest count, venue, and other fine details like technology. However, we do not have any special event planning fees.
What is included in your fees?
Staffing, equipment, permits, and logistics are all included in our service fees, alongside anything else required for your event. We’re your one-stop-shop for event planning, and we provide every service in one place, under one receipt.
Can you provide examples of past events you’ve produced?
See our case studies for some examples, sorted by event type, to see events similar in size, scope, and type to your own. If you’d like to know more, please feel free to discuss with your event planner about past events similar to your own.
What is your experience in the event industry?
We have nearly 40 years of experience planning corporate events of every scale, size, and style for companies nationwide. We’ve worked with countless companies and brands, all here on our clients page. No matter how big or small your event is, we are dedicated to making it perfect in all ways.
Do you have any certifications or affiliations?
As an award winning event company, our team has affiliations with countless clients and venues. See more on our About Us page.
What is your availability for my event date?
This depends on the date of your event, mainly if your venue of choice will be available or not. We recommend booking in advance to ensure that you can secure your venue and any vendors, entertainment, and catering you desire.
How far in advance do I need to book your services?
The further in advance you book, the bigger your event can be. If you book a few months out, we can source and secure every performance, activity, venue, and more that you desire. Here’s a helpful event timeline to showcase how to plan early.
What is your cancellation policy?
We have 3 types of cancellation policies: the general cancellation policy, a literal rainy day cancellation, and a force majeure cancellation for uncontrollable circumstances, like inclement weather or other emergencies. For our general cancellation policy, any event canceled 21 or more days prior is fully refunded or credited towards a future event. For rainy days, any event canceled 5 or more days prior is fully refunded or credited. For force majuere, any payment is fully credited towards a future event.
What are your plans for handling potential risks or emergencies? Do you have a backup plan in case of unforeseen circumstances?
Yes, we always have backup plans to ensure your event is a success no matter what pops up. Our experience helps us devise safety and emergency plans, including fire exit strategies and dealing with incliment weather. We tackle everything headon, and use our prior experience to plan ahead with backups according to budget, such as shifting an outdoor event indoors.
How will you communicate with attendees in case of an emergency?
We’ll communicate however is best, usually over microphones or PA announcements. If any changes are made in plans before the event date, we send out emails and work closely with you to ensure your attendees are always informed.
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