Ideas to make your corporate event more comfortable for attendees

Keep the agenda visible at all times

The most common question at any event is “What's next and where is it?”. Keep the agenda visible in several places: at the entrance, in the corridors and next to the rooms.

Even better if it updates live. Timings change: a talk overruns or the drinks start late. A screen showing what's on now and what's next saves queues of questions at registration.

Fast registration and a cloakroom

First impressions happen at the door. Prepare registration in advance, split it by surname or ticket type and have someone answering questions outside the queue.

The day before, send attendees the address, the entrance to use and the registration hours. It saves questions and late arrivals.

If the event is in winter, the cloakroom matters more than it seems. Nobody wants to spend the day with their coat on their lap.

Proper breaks

Days with back-to-back talks are tiring. Schedule real breaks, with time to go to the toilet, grab a coffee and talk to other attendees. Meeting people is often what's valued most about an event.

Keep water within reach all day, not just during the breaks.

Battery for the whole day

Today the phone is the attendee's main tool: the ticket, the event app, the agenda, the QR codes, the contacts they exchange and the journey home. On a long day, many reach the afternoon with little battery left.

Sockets in the rooms are often taken or far from the seats, and people end up in the corridor waiting by the wall. A portable power bank station at registration or next to the room solves this: the attendee takes a power bank, goes back to their seat and returns it on the way out.

If the company offers the charging, it's also a brand touch: your logo on the station's screen all day and a service people appreciate.

Easy food and places to talk

At standing receptions and lunches, go for bites that can be eaten with one hand: attendees hold a drink and greet people with the other. Spread high tables around so they can put a plate down and chat without blocking the way.

Set aside a quiet area too, away from the music and the room speakers. That's where many of the conversations that justify the trip happen, and anyone who needs to take a work call will thank you.

A network that works

If you ask attendees to use an app or scan codes, make sure the connection holds up with a full house. Test the venue's network in advance and display the login details clearly.

If the Wi-Fi is weak, have printed alternatives for the most important information, such as the agenda or a map of the rooms.

Thinking of everyone

Comfort also means accessibility. Small gestures make sure nobody is left out.

• Reserved seats near the stage for those who need them.
• Step-free access and clearly signposted accessible toilets.
• Subtitles or written summaries of the main talks.
• Food options for different diets, clearly labelled.

The ending counts too

Make it clear how to get home: bus times, taxi ranks or parking. And at the end, ask attendees what they thought. A short form gives you useful input for the next event.