Award event planning circa 2024 is no small feat. Meticulous planning is the lynchpin of success, for associations honouring leading industry lights, or corporate companies celebrating high achievers.

While event trends come and go, award events remain a permanent fixture for celebration and acknowledgement. It’s unsurprising, bearing in mind how award events can support broader business objectives.

In essence, these events are purpose-designed to recognise excellence. But additionally, they’re also powerful networking platforms for nurturing connections and building partnerships.

So, what does it take to create impactful awards events that tick the boxes of multiple different stakeholders with varying criteria? In this article, the Brightspace Events team identify some of the key factors to consider when award event planning is on your agenda.

8 Important Steps to Award Event Planning.

1. Define your objectives: This is the fundamental starting point for any event and awards events are no different. What business objectives will this event support? Who are you going to recognise? What behaviours / results / values do you want to reward? How will you measure the success of the event?
2. Event Format: Unfortunately, Awards Events are historically famously dull – even the Oscars employ people just to fill empty seats to cover the fact that their audience can’t sit through the whole night. A super slick, carefully considered event format and military precision stage management will keep the energy high and everyone engaged. Don’t fall into the trap of repeating what you’ve always done – exploring different award event formats will pay dividends.
3. Venue Finding: Your venue sets the stage for your award event. So, it’s vital to select a venue that aligns with your brand and your event goals, while resonating with your target audience. Today’s choices can be overwhelming, from industrial urban spaces to old-school red-carpet glamour. But the first step to successful award event planning is finding the perfect backdrop.
4. Sustainability, Carbon Impact and Waste Management: Sustainability has become a priority for many event planners. This means assessing the carbon impact of your award event, from venue choices to transportation to suppliers. For these purposes, you need to think carefully about things like decorations, marketing materials, and catering. And don’t forget about efficient disposal methods once the last guests have left and the lights go out. All these initiatives contribute to an event that aligns with your company’s commitment to a greener future, plus the ESG strategies of your multiple stakeholders.
5. Catering: Food takes centre stage for award event planning, just like it does for any type of event. And there’s plenty to think about. Does your event have a theme to tie your menu in with? Will you be working with an in-house team at your venue? Or do you need to appoint an external catering company at a non-traditional location? Are you ready to cater for diverse dietary needs? In some industries, your award event will be jostling for attention in a very crowded market; food gives you a really exciting opportunity to make yours really stand out and get people talking. Never underestimate food. It’s a cornerstone that elevates your award event from better to best
6. Audio Visual and Event Tech: State-of-the-art event tech is crucial for polished award event planning. In fact, you can get the party started long before the doors open, with an event app for pre-event networking and gamification. Then there’s the lighting, sound and other audiovisual elements. A grand entrance won’t be so grand, and the acceptance speeches won’t be so gracious, if every moment isn’t seamlessly illuminated and amplified. Plus of course the ability to use the tech to help push your hashtags and brand all over the socials if that’s part of your key metrics.
7. Branding and Sponsorship: From digital marketing to printed materials, signage, giveaways and award categories, award events are a compelling way to engage key clients, collaborators and suppliers. SquareMeal’s Ellie O’Donnell explained how award events, “… can also be a fantastic platform to boost the profile of your company, whether that’s to sponsors, press or future applicants. They also provide lots of branding opportunities and are a great way to promote the company to people in attendance.”
8. Project timeline: Celebrations and awards ceremonies need even tighter schedules than normal; that are clearly agreed from the first project meeting. Work backwards from the event date to ensure that enough time is allocated for every step of the awards process. From defining categories, creating and promoting nomination processes, voting / judging panels and creating videos / trophies and other assets once the winners or nominees are known. It’s a well known principle of time management in events that everything takes at least twice as long as you think so don’t risk running out of time!

Ultimately, it’s the taking part that matters for your team members or entrants. But in terms of award event planning, there’s only one option, and that’s winning!

At Brightspace Events, our commitment to excellence and attention to detail ensures award events that exceed expectations. Get in touch when you’re ready to start your next award event planning. We can help you with full event management services or just the services you specifically need, such as free venue finding, entertainment sourcing or sustainability measurement to name just a few.

The landscape of corporate events has shifted, and not just in the way events are delivered. You see, success is no longer solely judged by the applause of a captivated audience. Now, the focus is switching from traditional – or even no – event evaluation. Instead, today’s event planners are taking a more strategic approach that aligns events with overarching business objectives.

But, how do you measure event ROI, and what does it achieve? Let’s explore how you can methodically measure and analyse ROI in the context of internal and/or B2B events.

Setting the Scene with SMART Goals

The first step towards measuring event ROI is setting SMART goals:

Specific

Measurable

Achievable

Relevant

Time-bound

These objectives lay the groundwork for your event, by outlining exactly what you aim to achieve. Each objective needs to be tightly aligned with the company’s overall goals. For example:

• More event sign-ups
• Greater social media presence
• New lead generation
• Increased website traffic
• Boosted pipeline value
• High-volume, high-quality job applications

Checking the Pulse of Event ROI

Meaningful event ROI requires meticulous data collection. This means collating data points across the entire end-to-end event lifecycle, from pre-event engagement to post-event impact. The results can be transformational. But truthfully, the number crunching can be back-breaking without the right tools of the trade.

To this end, marketing platforms like HubSpot and CRM systems like Salesforce play a pivotal role in capturing data related to your SMART goals.

Quantifying the Intangibles

Tangible metrics like number of registrations and leads are clear markers of success, and they’re relatively simple to benchmark. Whereas intangibles call for a more anecdotal process.

These metrics matter, even though they’re more abstract. All the same, factors such as brand perception and customer or staff sentiment contribute significantly to ROI.

But, how do you measure them? There’s a variety of methods for collecting qualitative data, such as surveys, feedback forms, and post-event interviews, which all provide invaluable insights.

Translating Event ROI Analytics

So, you’ve gathered all sorts of previously unimaginable metrics. But there’s no point having them if you don’t know what to do with them.

Imagine tracking the journey of a lead from event engagement to conversion. It provides a clear picture of how the event contributed to the sales pipeline.

This is why it’s essential to be able to decipher the story behind the numbers, using tools like Google Analytics, social media analytics platforms, and CRM systems.

Drumming Up Stakeholder Buy In

Even though attitudes to the value of events can differ greatly between different stakeholder

groups, event ROI analysis extends beyond the events team. This is because truly holistic assessment needs buy in from various departments, such as HR and line management building event ROI into the appraisals process.

Think of it like this. Getting various stakeholders involved in the process increases your chances of comprehensively evaluating how an event aligns with broader business goals. And that’s something most stakeholders are likely to have more than a passing interest in.

Pioneering the Cultural Shift

Embracing the concept of event ROI might seem like a daunting cultural shift. So, start small to win over any naysayers, by showcasing the tangible benefits of the approach. Even the most resistant stakeholders will be more inclined to embrace change when you can demonstrate the correlation between well-defined event objectives and tangible outcomes.

It’s a transformation that might not happen overnight, but ultimately lays the foundation for a more intentional and impactful event strategy.

Catalyst for Change

Event ROI calls for meticulous planning, data collection, analysis, and a cultural shift that permeates the entire organisation. While shifting the dial might require patience and perseverance, it’s a golden opportunity to pave the way for events to be more than just gatherings, but powerful drivers of business growth.

At Brightspace Events, we not only deliver unforgettable events. In addition, we understand the ever-evolving role of events in the corporate landscape, equipping us with a bigger picture overview that supports and drives strategic business growth.

Get in touch when you’re ready to evolve professional event delivery into a data-driven success story that supports your overall business goals.

How it Began

In April this year, I received an exciting but fairly innocent looking email about a ‘behind the scenes’ event at Nissan’ European design HQ in Paddington. Their PR agency, Performance Communications, were creating a compelling media event to celebrate the centre’s 20th Anniversary and wanted to partner with Brightspace to build 5 or 6 activity stations to allow the journalists to get ‘hands on’ with the different areas and then provide some lunch for 30-40 people. They were going to have dinner, stay overnight, then visit Nissan’s Technical centre up near Milton Keynes before flying home.

Oh, and they might have a launch but we weren’t to worry about that at the moment.

What Actually Happened

This is what we have just pulled off in London on Monday….

Press Coverage

The Guardian: Nissan vows to go all-electric by 2030

Unveiling Concept 20-23

Nissan Motor Corporation 

Brightspace Events – Nissan Motor Corporation

Our unstoppable and unflappable Event Director, Helen Wildgoose, and her team worked with over 20 different suppliers, including the PHENOMENALpeople at Chameleon Live event and Easy Gourmet caterers to pull off, without a doubt, the biggest, most exhilarating event I personally have ever been involved in – let alone at the helm of my own agency.

The launch element slowly gained traction throughout the wonderful summer of planning meetings by the canal in Paddington; and before we knew it, we were revealing the ground–breaking new Nissan Concept 20-23 with Makoto Uchida, Nissan’s President & CEO, plus Guillaume Cartier, Chairman of Nissan in the region, and numbers were growing (and changing) every day.

Oh, and did I mention they wanted to do it on a barge?

Their daring vision was led by Neil Reeve, Manager, Product Communications at Nissan AMIEO and was driven by Nissan’s founding principle of “Dare to do what others don’t”. I certainly think most manufacturers wouldn’t be brave enough to float a model that was only completed on Friday evening, down the Grand Union Canal in Central London and into a live show for 120 VIPs and journalists on a Monday lunchtime.

What we Did

Whilst all that was going on, we took the very functional, incredibly busy facilities within NDE’s “Rotunda” building and transformed them over the weekend into a slick and high level event venue operation. This would have been impossible without the unfailing support and tireless work from Dean Claridge and Simon Fleming at NDE who worked for weeks before we even arrived on site to prepare the building.

Oh, and did I mention that the CEO’s participation was a relatively late addition to the event? Late in July, he was in a meeting where the idea was being discussed.He liked the audacity of the idea so much that he decided to adjust his schedule in order to be there. to

We installed wi-fi, carpet, toilets, bins, furniture, draping and power stations. We built a kitchen, a staff lounge, a stage, a conference space and all under strict security lockdown due to the highly confidential nature of the work at NDE.

I learnt a LOT about cranes, hoists and towpaths, and model construction and canals and the complex patchwork ownership of land in London. I talked a lot about stage loading and reinforcements and air compressors and generators. And now know just how many permits and RAMS and meetings it takes to do anything outside that interacts with the public. With massive thanks to impeccable construction plans from Sam Parkins at Chameleon Live and also to Helen McCabe and Stephen Chaston from Harrier Safety who bolstered our expertise and supported flawlessly throughout.

We planned 7 different events in excruciating detail, that were never going to happen – as we needed so many different weather scenarios – and thankfully, the one that was called on Sunday and then executed on the day was Plan A; glorious sunshine and a once in a lifetime moment as the car floated effortlessly (!!!!) into view at the exact moment Guillaume Cartier first mentioned Nissan’s “birthday surprise” to the assembled media.

Improving the Impact

Although it was a stretch at times due to the lead times and highly specialised nature of some elements, we also stayed as close to our ‘Planet First” ethos as we could; suggesting reusable alternatives at every stage including spending slightly more on slightly less that will then come into use throughout NDE in the future. Including fairtrade cotton aprons, reusable shoe covers and using branded event stock from previous events instead of creating new.

We sourced biodegradable ponchos, protective gloves and wet wipes as well as working closely with our preferred suppliers for catering and AV production who we know have strong recycling and reuse policies in place.

The set panels were all reused and reskinned for the event and, wherever possible, we used items that were made from recycled plastic.

We limited single use catering items to the bare minimum; and that we did use was all fully biodegradable and disposed of accordingly. My favourite wildflower seeded paper wrist bands made another appearance for crew, staff and VIP access bands so I’m looking forward to watching them bloom next year.

Frustratingly, we attempted to donate waste food to a local homeless shelter as we’d been careful to keep all packaging and allergen information and labels; but they were unable to collect it. This is definitely something I’ll do more research into next time, to make sure we have a clear plan in advance rather than reacting on the day and falling at the last hurdle.

I am still returning items that were unused; to make sure they can go back into the supply chain and will also hopefully find homes for various used but very good condition items either via the Delegate Wranglers Facebook page or Event Recycle.

The big sticking point was the carpet which I had no plan for; so that is going to be my massive learning takeaway. If anyone has any recommendations for more ethical suppliers, materials or waste management around used carpet, I’d love to hear from you.

The benefit of a central London location, meant that we only laid on minimal airport transfers as most delegates were encouraged to use public transport to get into central London and we also used mass transportation between sites on a coach rather than smaller, individual vehicles. Delegate numbers per country were also kept low which further reduced the travel impact and anyone travelling from France came via the Eurostar rather than air.

Progress definitely, not perfection, but we’ll take that.

The Outcome

Understandably, the press coverage has, so far, been incredible. The CEO used the opportunity that we had created to announce that from now, all Nissan vehicles launched in Europe will be electric vehicles and that by 2030, all Nissan vehicles sold in Europe will be EVs.

Thanks to the CEO’s participation, extra coverage of Nissan’s important message about their commitment to electric vehicles was secured thanks to broadcast interviews with the BBC and CNBC during the event, as well as leading articles being featured in the business sections of most national newspapers and wall to wall influencer content across all the major platforms.

The THANK YOU

One of my favourite quotes from Nelson Mandela features on our giveaways and I can’t quite believe how appropriate it is right now; “Everything feels impossible. Until it is done”

And it is ONLY made possible by the trusted friends and colleagues who stand by my side in life and during these crazy events:

Helen Wildgoose, AJ Mills, Sam Parkins, Emily Higham, Sarah Stanyer, Jo Randall, Charlotte Orton, Robin Dixon, Gaynor Evans, Eden Prince, Ineska Dabrowski

But most importantly, and the final word, has to go to Sam Mercer from Performance Communications. This guy was running at a million miles an hour from start to finish, the central cog of a HUGE machine that was driving and pulling in every possible direction, every possible minute of the day. He was calm, efficient, available, professional and the greatest ally I could possibly wish for. Who also repeatedly said “I’m not an events person” – based on what you’ve just achieved, Sam, we beg to differ.

In the million-miles-an-hour world of event planning, time is precious. And when you’re under-resourced and up against it, it’s not unusual to go from neutral gear to panic stations in a nanosecond. Thankfully, there are many ways for not only saving time, but also keeping nightmares at bay and ensuring seamless events.

Let’s explore just a few ways, from common sense strategies to tech tools, that make all the difference to your event success – and your sanity.

Delegation and Outsourcing

Guilty of keeping everything close to your chest? Many of us are. But there comes a time to recognise you can’t do it all alone.

One of the most effective time-saving strategies is delegation. It can be hard to let go. But imagine freeing up valuable hours on your calendar by delegating responsibilities like:

• Venue selection
• Supplier co–ordination
• Contract negotiation
• Speaker tech tests and rehearsals

The view from the other side is spectacular when you learn to entrust certain tasks to capable team members. Or consider outsourcing to a reputable event management company

DO NOT be fooled by the ‘oh it’s just quicker to do it myself’ trap! It’s hard, of course, but the earlier you force yourself to spend the time training or briefing someone else, the more saving it will deliver throughout the life of the planning process.

Tech Tips

Delegate Management

In the age of event technology, event planners have access to almost too many tools and platforms for doing all sorts of weird and wonderful stuff. But, now isn’t the time for going wild for too many shiny pretty things.

Instead, opt for a comprehensive event tech platform that consolidates tasks, including key areas such as:

• Registration
• Hotel accommodation bookings
• Audience engagement
• Data analysis

Bear in mind, a single platform saves you toggling between multiple applications and boosts efficiency, without sending you cross-eyed. Don’t just jump at the first solution; or one that works for your old company. Really invest the time to define what you need; where are your time pinch points and focus on solving those.

Project Management

At Brightspace we also invest in project management software (Asana, in our case) which has massively reduced the amount of catch up calls as well as making us all very efficient; using clear timelines, project plans, deadlines and dependencies.

Again, taking the time at the beginning of the project to build a comprehensive timeline, with clear roles and responsibilities, can save huge amounts of wasted time further down the line and allow everything to flow seamlessly.

Spot and Prevent Burnout

Burnout is a silent enemy that’s notorious for sneaking up on event planners. Thankfully, there are many positive narratives on the subject in the events industry. It’s crucial to listen and learn from them, to save time and maintain the wellbeing of yourself and your team members.

That means delegating more tasks, taking short breaks, practicing self-care, and seeking external support from industry specific event welfare specialists, such as EventWell and Stress Matters.

We consciously include a ‘personal check-in’ at the end of project calls just to make sure everyone is still in their happy place.

Contingency Planning

You might not think so, but effective time management includes planning for curveballs. Whether it’s a technical glitch or unexpected weather changes for an al fresco gathering, being prepared can save you from scrambling around like headless chickens at the last minute.

This also comes into play with your timelines / project planning; make sure you build in time for changes, feedback on creative before sign off etc.

Automate Repetitive Tasks

Automation not only saves time but also reduces the risk of human error. For these reasons, it’s worth identifying repetitive tasks in your event planning process and exploring automation options for jobs such as:

• Email communications
• Social media posting
• Data entry

Review, Re–Set, Resume

Time-saving strategies aren’t set in stone. They’re fluid and can be adjusted to suit when you’re regularly reviewing your event planning processes. After all, if you can’t measure it, you can’t improve it. So, seek feedback from your team, delegates and other stakeholders to identify areas for improvement and refine your approach to suit.

Remember, the ultimate goal is to create memorable experiences that leave a lasting impression. But, it’s a much less gruelling and stressful process when you’re equipped to navigate event planning with confidence, ease, and time on your side.

At Brightspace Events, we understand only too well that the art of time management in event planning is a continuous journey. To this end, our portfolio of leading-edge services offers:

• Full or buy-what-you-need event management services – for stress-free project management of every event
• Delegate registration and communications – optimum use of technology
• Exhibition stand build and design – design, manufacture and installation
• Event staffing – experienced and professional staff
• Incentive programmes – improve business performance with unforgettable experiences
• Hybrid events – all the features of live and virtual events
• AV production – audio visual for live and virtual event production
• Event safety – Health and safety procedures and checks

Get in touch for expert help to not only save time, but also reduce stress, and ensure the unparalleled success of your corporate events.

As environmental concerns continue to soar, it’s become imperative for many businesses to organise and deliver sustainable events.

It’s in our blood so we’re thrilled that this shift is starting to move the industry in the right direction – and to be honest, even if you’re against it or don’t see the urgency yet – ignore it at your peril.

Shareholders, clients, suppliers: everyone is starting to look at this more deeply and sometime soon, someone is going to ask questions to make sure that you are adapting your approach for the good of the planet and the people on it.

We’re already speaking with hotels that have lost business because they couldn’t demonstrate their sustainability practices and it won’t be long before that translates into agencies and planners losing out as a result of ignoring the dawn of this new era.

HOWEVER – be warned!! Success in this field required more than good intentions. You need to carefully adopt eco-friendly practices throughout the process, from venue selection to lights out as you wave off the last delegate standing. It’s no longer enough to chuck a few cardboard cups around and consider yourself ‘green’. We’re talking about a wholesale change from the ground up which looks into every detail and makes those vital marginal gains throughout the planning process.

This article zones in on the key considerations at each stage, enabling you to plan and put on sustainable events that make a positive impact on your stakeholders and the environment.

• Finding the Perfect Place

Prioritise hotels and venues that align with your sustainable values. Many of them that are going all-in on sustainability are quite rightly shout loudly and proudly about their energy efficiency, waste reduction, and water conservation. Plus, the recent advent of event sustainability measurement tools has made sustainable procurement much easier to get right.

In addition to the venues themselves, don’t forget to think about accessible public transportation options to encourage attendees to reduce their carbon emissions.

• Recognising Sustainability Excellence

Look for recognised seals of approval such as:

ISO 20121 for sustainable event management systems

B Corp certification for overall sustainability commitments

Accreditations of this calibre demonstrate genuine environmental responsibility when you’re seeking event partners who really walk the talk.

There’s a huge variety of venue and other sustainability badges jostling to find their place in the market at the moment, and we’re hoping that it will eventually settle down to a couple of big hitters that everyone adopts.

However, in the meantime, you can check out our Sustainability Hub for a list of the main ones we have found and what they mean.

• Engaging Sustainable Suppliers

Collaboration with sustainable suppliers is a surefire step to hosting eco-friendly and ethical events. To this end, it’s essential to look closely at supplier credentials in areas such as ethical sourcing, sustainable production methods, and minimised waste.

So don’t be afraid to proactively invite tenders from suppliers offer environmentally friendly alternatives, from biodegradable or compostable serving ware to LED lighting.

• Mindful Event Planning

Keep sustainability front of mind at every single touchpoint of your event. For example:

• Minimising paper waste by leveraging digital platforms for invitations, registrations, and event programmes
• Providing recycling and composting stations, clearly labelled throughout your venue/s, to ensure environmentally friendlier waste management
• Levelling up energy conservation by using venues with efficient lighting, heating and cooling systems, plus the little things that mount up, like encouraging attendees to switch off unnecessary devices
• Consider your waste – how to reduce the quantity of food that’s wasted and arranging for charities to collect any that is left at the end of the event. This is a whole separate topic so watch this space for a more detailed explanation of the possibilities!

• Re-Thinking Event ‘STUFF’

There’s so much of it! Signage / giveaways / uniforms / badges / lanyards / branding / themeing / flowers…..

If you are spending money on it, please stop to think about how to make it better for the planet or how you can direct that budget into improving people’s lives by supporting fair trade / local and independent companies.

Let’s be honest, there isn’t much good to say about traditional goody bags filled with single-use plastic trinkets that often ended up in landfills! Now is the time to look at some of the inspired alternatives on the market that align with your sustainability goals. From reusable water bottles to organic snacks, the choice of quality sustainable merchandise continues to grow and grow.

Sack off cut flowers flown in from hot houses around the world and replace with locally grown pot plants that can be given to charities or staff after the event.

Abandon costly event branding with dates / locations blazoned across it and design clever, reusable items that can be brought out for future events.

Rather than purchase anything new, see if you can find a repurposed or recycled option from local suppliers and / or find a way to donate anything you don’t need to charities. We highly recommend the fabulous work of Event Cycle to make this easier.

• Carbon Offsetting

Despite best efforts, some aspects of an event may still have an environmental impact. So, if you absolutely have to do something that’s not sustainable, what can you do to offset?

The University of London Venues Team explain: “C02 offsetting is the process of financially supporting projects around the world that work to reduce the emission of greenhouse gases. Offset schemes vary widely in terms of cost, however you can expect to pay around £8 for each tonne of CO2 your event produces.”

They recommend the Carbon Footprint site for calculating your emission and choosing your preferred offset project from a compelling portfolio.

In 2023 and beyond, hosting sustainable events isn’t just a trend but a responsible choice that contributes to a healthier planet. For this purpose, the incorporation of sustainable practices into every stage of event management equips you to make an invaluable contribution to tomorrow’s world.

At Brightspace Events, we’re 100% committed to sustainable events. This includes sourcing and forging partnerships with other like-minded suppliers on your behalf, from environmentally conscious caterers to green logistics.

Get in touch for help with sourcing sustainable venues and / or suppliers. Let’s join together in creating a brighter, more sustainable future, one event at a time.

More and more of our clients are seeking sustainable solutions across their business and we are thrilled that they are coming to us with really specific briefs for lower impact venues and events . We can’t quite work out if it’s a chicken or egg situation but it certainly seems like our passion in this area is attracting other companies that share our values.

With recent innovations in sustainability measurement, venues can stand up and be counted in previously untapped ways. And you can find some shining examples in the heart of the UK. We’ve done a lot of sustainable venue searching recently so we thought we’d share some of our recent finds.

“The Midlands” although a little bit flexible in its definition, is a longstanding go-to destination amongst event planners. After all, it boasts an impressive repertoire of venues, besides being easy to get to from all corners of the map. Accessibility is traditionally the key priority here, but unsurprisingly, top venues in the region aren’t just keeping pace with event sustainability, but leading the way.

Here are some of our top recommendations for market-leading sustainable venues in the Midlands:

Wyboston Lakes Resort, Bedfordshire

The slogan of this multi-faceted resort is ‘More Sustainability, No Apology’. It’s a bold claim to make, considering the site comprises three compelling venues offering event facilities for up to 620 people, 406 bedrooms, golfing and a Y Spa.

Nevertheless, Wyboston have committed to optimal self-sufficiency and waste management. They’ve been zero to landfill since 2015, and aim for carbon neutrality by 2040 by investing in generating renewable energy onsite via wind turbines and solar panels, which is no mean feat while welcoming thousands of visitors daily.

Edgbaston Stadium, Birmingham

“We have grand ambitions to be the most sustainable cricket venue in the UK and operate as Net Zero by 2030,” said Claire Daniels, Operations Director at the home of Warwickshire County Cricket Club.

In order to achieve their objectives, this exceptional 800 capacity venue has introduced an impressive range of sustainable initiatives, including:

• Reusable ‘e’ cups since 2016
• Renewable energy sources, mostly from compressed wood pellets
• Locally sourced and prepared foods

National Space Centre, Leicester

With an exhilarating Rocket Tower, the UK’s largest Planetarium and six space-themed galleries, this unique venue hosts events for up to 200 people, and takes event sustainability to infinity and beyond.

While participating in a company conference or celebrating at an awards dinner, your delegates and guests can marvel at the ways the Centre is pushing the boundaries of satellite data analysis for managing the environment.

Science for sure holds the keys for us to navigate our way out of this mess and the Space Centre is a great way to support that message.

Eastside Rooms, Birmingham

With state-of-the-art facilities for up to 1,200 people and an adjoining Aloft by Marriott Hotel, every aspect of this recent addition to Birmingham’s future forward Knowledge Quarter is imbued with sustainable values.

Its impressive range of sustainable credentials includes but isn’t limited to:

• Encouraging public transport, offering only limited parking, and providing electric car charging points
• Minimising and eradicating single use items, for example, replacing bottled water in meeting rooms with water coolers
• Compartmentalising all bins for recycling at its own on-site cardboard compactor

Birmingham Botanical Gardens

When you’re looking for inspiring surroundings and sustainable principles, Birmingham Botanical Gardens is a majestic choice for up to 500 people. The team are committed to circular economy principles, and their policies around biodiversity, energy, procurement, travel and waste are grounded in tackling climate change by reducing environmental impacts.

Complimentary access to the majestic Gardens for refreshment breaks is a bonus means of engaging and inspiring your delegates and stakeholders.

At Brightspace Events, sustainability informs the way we conduct our business, and our entire approach to events. We aspire to B-Corp status over time, and you can read our sustainability commitment here.

Get in touch for help with sourcing sustainable venues, or any element of sustainable event delivery in line with your overall business objectives.

Planning the annual company Christmas party or client celebration can be overwhelming, with many factors to bear in mind. And we don’t just mean the sheer amount of awe-inspiring venue, food, drink, entertainment, décor and other supplier choices to whittle down. But because your guests expectations are different in 2023.

This isn’t to suggest the death of the familiar dinner and disco scenario – there’s always a certain element of ‘if it ain’t broke, don’t fix it’ and after all, traditional parties have put the sparkle into company Christmases past for decades. They’ll doubtlessly continue to do so for many more Christmases, present and future.

Yet in today’s Christmas party marketplace, a cooking activity, for example, is just as feasible. And why wouldn’t it be? You could say it’s the original ‘team building’ activity from our cave dwelling days. It continues to be surefire winner to this day, especially when your team members get to tuck in to the fruits of their labour!

Top Trends for Corporate Christmas Parties 2023

Here are a few key tenets for planning company festivities everyone can enjoy:

• Experiential

Entertainment is one of the most powerful ways to make your company Christmas party pop. And you can x 100 the impact by involving your revellers. For this purpose, live actors and walkabout entertainment add extra dimensions of excitement and interactivity.

For example, imagine a Secret Cinema on a ‘whole event’ basis. Your party people are in the show and engaging with the performers. It’s a guaranteed way to bring your guests together in an immersive experience.

Or on a sideshow basis, a 360 or video photo booth is an inspired choice for guests to film clips and share their Instagram–able moments on social media.

• Sustainable

When sustainability matters to your business, your team or your clients, it’s important to align your company Christmas party plans. This means thinking extra carefully about your choices.

Take food, which is integral to the success of any event. The theatricality of experiential and street foods is wildly popular at the moment – but do just make sure you’ve got a plan to mitigate any potential excess waste due to uncertain quantities. Choice menus generally minimize wastage and save money and focusing on vegetarian or white meat options over red mean reduces the carbon impact.

In addition, there are many and varied other ways for your party to be a force for good. For example, how about replacing traditional Christmas crackers with more thoughtful

table favours? You’ll be blown away by wow-worthy locally sourced Christmas chutneys, mini Christmas puddings or artisan chocolates, for your staff to take home and enjoy on the big day with their families whilst supporting small businesses at the same time.

• Inclusive

To have a seasonal success on your hands, it’s essential everyone feels included, comfortable and welcome. So, make doubly sure your venue, plus any activities, are suitable for everybody. This entails clear information about dress code, accessible facilities and transport and seating options. You also need to underline any special needs to the venue, to make everyone feel welcome and allow time for any adjustments to be made.

You might be surprised what you come up with when you re-frame your criteria, such as not centring your celebrations around alcohol. This consequently diminishes the risk of excluding team members who don’t drink.

On the contrary, you want them to have equal opportunity to welcome the holiday spirit. Guilt-free mocktails, exciting new non-alcoholic beers and spirits, flavoured tonics and premium soft drinks enable them to take advantage of the company’s generosity alongside their colleagues, without feeling like afterthoughts. (And don’t forget about booze-free puddings either!)

A final thought…By weaving these combined elements into your Christmas party plans, you’re better placed to deliver the merry in a playful, inclusive and sustainable way, enabling everyone to celebrate the end of the year in style.

At Brightspace Events, we’re already sharing joy and happiness with 2023’s class of corporate Christmas party organisers. From venue finding, to entertainment sourcing, to taking care of every intricate detail imaginable for fabulous, future forward festivities, we’ve got your back.

Need help and advice? We have something for everyone on your nice list. So, get in touch, keep calm and merry on.

Looking to introduce an element of gamification to new initiative you’re rolling out, for maximum team buy–in? Or, how about a memorable invite for your highly competitive sales team who have smashed their targets?

With VIP incentive programmes, ‘money can’t buy’ experiences never lose their allure and are unique in driving sales, change or positive behaviours. Especially for high earners, it’s our job to deliver aspirational and emotive incentive rewards to motivate and inspire.

There are many innovative ways to add that extra ‘x factor’ when designing your events. Even better, some of them need minimal investment to deliver maximum impact.

Here’s just a few ideas to supercharge the V in VIP!

Clever Communications

A compelling comms plan is a vital multi-purpose tool, before, during and after your incentive trip, for:

• Reflecting your core messages and brand
• Heightening customer / staff engagement

So, why not step away from ‘death by email’ and get creative? The following items have caught our eye recently for sending to guests and teasing the experience:

• Branded logopops or miniature bespoke company cocktails – Great fun!
• Seeded paper invitations – Guests can not only plant and cultivate them. In addition, you can start a thread on your intranet or event app, where they can send photos of their seedlings’ progress before and after the event. 

Bespoke Gifts

Personal gifts and extra touches during the trip enhance the specialness for the people attending incentive groups. Plus, they’re also secret weapons for making the experience as brand relevant as possible. But there’s more to customisation than personalised pens and tote bags, (as nice as it is to have them).

So, put some extra time and effort in to sourcing meaningful gifts that compliment your company brand and contribute to your narrative. For example, for a client arranging a Scottish conference, we proposed a bespoke tartan using 88 threads, to represent each of their 88 Members – all working together to be stronger and better.

To boost sustainability efforts, this is a great opportunity for supporting local companies and producers. Ask hotels and venues for their recommendations then approach them to create something beautiful together.

Magical Food & Drinks

If you have a budget for Michelin star dining, it can be literally breath-taking. What’s more, equally remarkable plant-based options are now available, ensuring none of your so-called VIPs are made to feel like economy class.

But, imagine introducing a more theatrical and experiential element. We highly recommend taking a look at the following suppliers who have bowled us over recently:

• Lick Me I’m Delicious are masters of uniquely quirky multi-sensory experiences, such as edible bubbles your guests can bite from the air and savour. They come in fabulously freaky flavours, from kooky caramel and black pepper to beer in a bubble!
• Horseradish Catering, the team behind classic venues like Chester Racecourse, Liverpool Cathedral and Tatton Park, have earned quite the reputation for their theatrical grazing tables and immersive dining, culminating in guests being invited to create their own ice cream from a liquid state. Their plant based beetroot wellington at the recent Micebook Ventures was incredible!!
• Dragon Breath Popcorn it’s not just the sight of the dry ice popcorn machine that’s impressive here, but the smell is wonderfully evocative; filling your drinks reception with a quirky carnival vibe!
• Colour changing gin fountain create a talking point as well as an extra service station with this Alice in Wonderland style ‘Drink Me’ fountain. Arrives with staff, all the accoutrements to take the drink to the next level and provides an awesome social media engagement opportunity

Final Word

At the end of the day, the sheer variety and volume of amazing choices are as broad as they’re wide. Never underestimate your audience; in a crowded market with every brand attempting to woo consumers, customers and staff with ‘experiential’ events it’s the tiny touches that make a massive difference.

At Brightspace Events, we offer expert help with all elements of your VIP incentive programmes, from venue and supplier sourcing, through setting objectives and a full communications strategy, to ultimate ROI measurement and reporting.

Get in touch for a chat. There’s plenty more where these nuggets came from, we can assure you.