Food is an important part of your corporate image. Let’s face it, when you know the food’s going to be good at a conference, you’re far more likely to attend.

So, how do you choose the food that’s going to be a hit with your crowd without breaking the budget? And what kind of foods are going to get you the best reputation for throwing a great event?

We’ve got you covered. Keep reading to find out what kind of food you should be serving at your next corporate event.

Your Menu Style

First, you need to decide what kind of meal you’ll be serving. Are you hiring a banquet hall or a smaller space? Will you serve food in the room where you’re meeting, or will the event venue have a separate dining area?

Next, what kind of event are you hosting? Is it an all-day conference, for example? Will people need to be able to focus for several hours throughout the day? Or can guests pop in and out as they feel like it?

Choose whether to have a sit-down meal, more portable food options, or even a mix of both in your meeting space.

The best venue options will have plenty of room choices on offer, so you won’t need to compromise.

Best Foods for Productivity

Whatever the event, there are some foods that’ll give you more brain-power than others. Whether you’re using a caterer or providing the food yourself, here are some options to consider for your menu.

Nutritionally Balanced

Like grandma always said, the best meals are balanced meals. Whether you’re serving guests on plates at a table, or in grab-and-go boxes, you want your meal to follow a healthy formula.

As a rule of thumb, you want to divide your plate into quarters. One-quarter of your plate should be filled with carbohydrates, one-quarter with protein, and the remaining half of your plate with veggies.

Of course, not everyone will have the same dietary requirements, so make sure there are other options on hand. For example, if a guest is on a low-carb diet, let them know they can have another protein or more vegetables. And for those with allergies and intolerances, ensure there are suitable alternatives available.

And for those who just want to have fun, you’ll probably want to throw in some not-so-healthy options, because we can’t be food angels all the time!

Complex Carbohydrates

Complex carbohydrates release more slowly into the bloodstream than simple carbs. So, they maintain energy levels and keep hunger at bay.

Slow-release carbohydrates include foods like sweet potatoes, wholewheat bread, pasta, noodles, and legumes.

Whole Foods

Whole foods are just that – things you recognize in their whole form. The more processes a food goes through, the less nutrition it retains.

Whole foods include things like oats, brown rice, barley, quinoa, bulgar wheat, and millet.

Healthy Fats

Not all fats are bad! Healthy fats are part of a balanced diet and should be included in any balanced meal.

Healthy fats include things like avocados, olives, olive oil, butter, coconut milk, cheese, nuts, and seeds.

Quality Protein

Good quality protein is an essential meal component, and should definitely be part of your balanced plate.

Choose oily fish like salmon, mackerel, or tuna. There are meat options galore like chicken, duck, beef, lamb, and pork. And vegetarian and vegan options include beans and legumes, tofu, and plant-based meat alternatives.

Breakfast

You might want to serve some breakfast foods depending on your event. Some good breakfast options are:

Continental-Style Breakfast

For food on the go, a continental breakfast is a great choice and can be easier on the wallet. Options include:

• Seeded bagels, wholegrain bread
• Oatmeal, and an assortment of cereals and milk
• Nuts and seeds
• Spreads like nut butters, cream cheese, jams, and marmalades
• Cheeses
• Fresh fruit

Hot Buffet

For a more substantial breakfast, a hot buffet checks all the boxes. You might want to include:

• Proteins like bacon, sausages, and eggs every which way
• Pancakes, waffles, french toast, and home fries
• Steamed vegetables (for those who are trying to balance their plate)

Beverages

There are breakfast foods, and there are breakfast drinks. One of these drinks will always please a crowd:

• Coffee, coffee, coffee
• Tea
• Juices like orange, apple, or grapefruit
• Still and sparkling water
• Did we mention coffee?

Lunch

Lunch options can be more complex, as there are different menu styles and requirements. Your meal style will affect the food you offer.

Buffet

Buffets are great when you’re feeding a lot of people, and for event venues that are smaller in size.

Make sure that finger food is cut into bite-size portions, and that sandwiches can be held in one hand. This means your guests can mingle at the same time.

Good buffet options include:

• Salads with a mix of proteins, carbohydrates, nuts, and seeds
• Sandwiches
• Vegetable soups
• Sushi and bento boxes
• Burritos and tortillas
• Quiches and pies
• Kebab skewers – mix it up with sauces from different cuisines

Plated Meals

For banquet hall events or event venues with more space, plated meals are far more the thing. Get creative with your carb, protein, and veggies – here are some options to get you started.

• Roast chicken with roast potatoes and vegetables
• Barbeque ribs with fries, slaw, and salad
• Thai pineapple rice with prawns and steamed veggies
• Korean bibimbap bowl
• Goat cheese, walnut, and butternut squash salad
• Vegan Thai green curry with coconut rice

Dessert

For some, dessert is the sweet treat to end a meal – for others, it’s the whole point! So, make sure there are healthy choices and decadent delights to suit everyone. Options include:

• Fruit. For the freshest fruit, choose seasonal options as often as possible
• Cakes
• Chocolates
• Ice cream

Foods to Serve in a Corporate Meeting Space

The kind of food you serve at your corporate event is important because it feeds your reputation. Chances are, you’ll get more attendees at your next meeting because of it. So, choosing the right food to serve in your meeting space is a must.

Whatever you opt for, you’ll need to pick a corporate meeting space that will serve your needs. Here at the Midlothian Center, we have a variety of spaces on offer to suit your party size.

Are you ready to plan your next event? Why not contact us and request a proposal to see how we can help.

The post What Kind of Food Should You Have at Your Corporate Meeting Space? A Closer Look appeared first on Midlothian Conference Center.

If so, then you need to learn all that you can about hosting corporate events at a Texas banquet hall. Doing so can help you create a memorable experience that no one will soon forget.

They can offer some of the most substantial floor plans, with a variety of sizes to accommodate your preference.

See below for an in-depth guide on why renting a banquet hall in Texas is the right move for your next corporate event.

1. Strong Brand Impression

Maybe you’re looking to throw a company-wide event that celebrates all the hard work your employees have put into your brand.

Perhaps you want to wine and dine with your biggest clients as a thank you, as well as give them a sneak peek for future products.

Whatever the case might be, hosting your corporate event at a banquet hall is sure to provide a strong impression of your brand.

As many business experts have pointed out, you never get a second chance to make a first impression. If your corporate event lacks a “wow” factor, clients will think the same thing about your overall brand.

Put yourself in your client’s shoes. They get invited to an event at a well-known banquet hall, such as the Midlothian Conference Center.

As soon as they walk inside, they’re welcomed by a beautiful, high-class, and spacious design. Our lobby is sure to set the stage for the fun they’ll have.

They make their way down to the room you’ve rented out and turned into your private event space for the evening. What’s more impressive than that?

In times like these, this might be the first time that you’re meeting some of your clients in person. Renting a corporate meeting space can help you impress them right off the bat!

2. A Floor Plan for Every Event Size

The success of every corporate event starts out the same way. Before you plan things like the guest list, party theme, and itinerary, you must find the ideal event space to fit it.

At times, it can feel like you’re Goldilocks. You can’t justify renting a space that’s too large or too small; you have to find one that’s “just right”. For that reason, it’s important to give yourself options.

Here at the Midlothian Conference Center, we offer a variety of floor plan layouts for that very reason. Our ground floor offers event space for any event type.

For example, our Bluebonnet I space has 3,093 square feet, while our Bluebonnet II space has 4,800 square feet. If that still isn’t enough, then you can rent them both out to achieve 7,893 square feet!

We have numerous spaces for you to rent out, each varying in size, such as:

• Bluebonnet I and II
• Gallery
• Wildflower I and II
• Upstairs Lounge
• Entire Upstairs
• Boardroom

We want to help you bring your event to life, and renting the correct size of banquet hall is the first step towards accomplishing that.

3. High-End Decor

Just saying that your corporate event is being hosted at a banquet hall will give it an immediate boost.

If you’re looking to create a luxurious day/night for your guests, then you simply must host it at a banquet hall in Texas.

Doing so can give you access to the high-end and high-quality decor without spending any extra money on your part. The spaces are completely furnished and set the stage for a magical night.

Using a banquet hall, you can add prestige to luxurious corporate events such as:

• Galas
• Product Launches
• Client/Employee Appreciation Events
• Industry-Themed Conferences
• Company Milestone Celebrations
• Holiday Corporate Parties

Set the tables however you like. Arrange the seating to provide your guests with the best experience. No matter how you set up the layout, there will be high-end decor that surrounds them.

4. Experience With Corporate Events

To steal an old-time Texas saying: this isn’t our first rodeo. When you book your corporate event at a banquet hall, you’re giving yourself access to the most experienced staff possible.

We’ve helped thousands of companies throw successful corporate events; we can do the same for you.

All of our layouts can be arranged to create the optimal setup for your event. For example, our Bluebonnet Ballroom can be converted into a theater, classroom, partial reception, or full reception, just to name a few.

You fill us in on the type of event you want to throw, we’ll let you know how we can accommodate it!

5. Reasonable Rates

Perhaps no event planning challenge is greater than making plans that accommodate your event budget.

When you rent a space from the right banquet hall, you can find a layout that maximizes the space without sabotaging your budget.

Here at The Midlothian Center, we have corporate meeting packages that can help you get as high a return on your investment as possible.

All of our meeting packages include:

• Meeting Room
• WiFi
• All-Day Beverage Services
• Flip Chart & Whiteboard (with markers)
• LCD Projector

We also have breakfast, lunch, and dinner options to help you break up the event.

Invest in the Right Texas Banquet Hall for Your Event

Now that you have seen an in-depth guide on why renting a banquet hall is so important for your event, use this information wisely.

Take the time to read this article for more information on the 9 corporate event hosting mistakes that you’ll want to avoid.

To get started, please call us by phone at 972-775-7125 and we’ll be happy to walk you through all of your options!

The post Texas Banquet Halls: Corporate Events You’ll Want To Attend appeared first on Midlothian Conference Center.

You scramble last minute to find a replacement location and to inform everyone attending of the change. Some people don’t get the information in time and end up at the previous location, much to their annoyance and chagrin.

These kinds of corporate event hosting mistakes aren’t common, but they do happen. It can be enough to put you off planning and hosting events for life. That’s why we have created this list of event hosting mistakes below, so you can be prepared the next time around.

1. Not Accounting for Your Audience’s Interests

Too many event planners don’t take into account their audience’s tastes or preferences when creating an event. Unless you are planning your wedding or baby shower, you will need to ensure you build an event based on what your audience would like to do, rather than what you would prefer.

For instance, you are going to have a completely different event set up if you are hosting events for CEOs of multinational companies, as opposed to when you host an event for millennial professionals at a tech company.

2. Not Having a Good Onsite Experience

Think about how your event is set up onsite, by doing a walk-through of the space, and seeing how it feels to you. Does it feel too crowded or is it spaced out evenly and fairly?

Also, think about the location of the washrooms, to ensure that there are enough available and that they aren’t located far away from the main event hall and in a precarious or dark location.

Finally, think about the food setup. Make it so it’s easy for people to move in and out and to get their food efficiently. The longer people have to wait for their meal, the more frustrated and ‘hangry’ they’re going to get.

3. Not Communicating the Event Details Coherently

Humans are forgetful creatures. They need constant reminders of things, especially when it comes to a corporate event or something that’s a one-off in their calendar.

Make sure to communicate all event details several days in advance and several times before the event, up to the very day it’s scheduled. Also, ensure that you follow up by phone or email to ensure that the attendees are aware of any changes in location or time, so they don’t end up going to the wrong place or at the wrong time.

4. Not Giving Enough Time for Set-Up

Murphy’s law says that every project ends up costing twice as much as budgeted and takes twice as long. That’s why ensure that you give yourself enough time to set up for the event, even if it means going in a few hours early or sending your assistant or team in a few hours early.

It’s better to be set up and ready to go an hour in advance than still be scrambling to set up while your guests start trickling in.

5. Not Having a Big Enough Budget Allocated

Corporate events are big business, and thus, despite all your efforts, they might end up being more expensive than you expect. There are so many different aspects of it to take care of – floral arrangements or other decoration pieces, catering staff, photographers, videographers, and more.

Always account for unexpected budget items popping up, so that you are prepared for all eventualities.

6. Not Having a Backup Plan

Contingency planning is the name of the game when it comes to event hosting. No matter how much you prepare for an event, items will still fall through the gap. You can’t prepare for everything.

That’s why having a backup plan for the most important items is a great way to assuage this gap. For example, have the name of a backup caterer or ensure that you have a second location in mind, in case the first choice falls through last minute.

7. Not Thinking about Competing Holidays or Events

If you are hosting an event in a country you are not familiar with, have someone on your team who is familiar with the country’s customs and festivals. You don’t want to set up a major corporate event on a day that’s sacred or holy to the country’s residents. Or set up a festival on a day that’s considered to be a day of mourning or more somber.

8. Not Using a Detailed Packing List

Whenever you are doing off-site events, then ensure that you have a packing list to check off against, so you don’t forget anything behind. Of course, you can always purchase some of these items or send someone back to the office to grab them. But that’s time-consuming, and it’s much more efficient not to have to resort to such dire means.

9. Not Doing Any Followup after Your Corporate Event

Always do some kind of follow-up with your event attendees a few days after the event. Not only do you want to know if the event was a success, but you would also want feedback on how to improve the event next time around.

A simple survey can be included along with the email and letter. It doesn’t have to be anything extravagant.

You Are Now Ready to Build the Event of a Lifetime

With these event hosting tips in mind, you are now ready to go forth and start hosting events galore. Still looking for a grand location to hold your event in? Consider the Midlothian Conference Center – it has been host to a wide array of events and even has an onsite hotel for all your out-of-city guests.

Contact the sales team today to request a proposal for your particular event or to schedule a tour of the facility. The perfect corporate event awaits you.

The post 9 Common Corporate Event Hosting Mistakes (And How to Avoid Them) appeared first on Midlothian Conference Center.

However, planning a corporate event takes a lot of time and knowledge. One thing that can make the process easier is finding the best venue for your event.

Do you want to learn more about event planning for a corporate gathering? Keep reading these top tips to find a venue for your event!

Make Sure the Venue Is Easily Accessible

One of the first things you need to do before choosing a venue for your corporate event is to learn more about venue accessibility. You need to choose a venue that is easy for the guests to find and get to.

Part of accessibility includes things like available parking, transportation, and more. However, you also need to make sure that each of your guests will be able to move around easily. If you have people attending your event that are disabled or have limited mobility, you may need to find a venue that offers ramps, elevators, and other mobility aids.

Take a Tour

Next, you should take a tour of each venue you are interested in booking before you plan an event. Many event centers provide online tours that help you learn more about the layout of each room, the amenities, and more.

Otherwise, you can visit each location in person to make sure it will fit all of your needs. This makes it easier to visualize your event. It will also help you decide how much space you need for your guests, where you will set up different features of your event, and more.

Consider Pricing

Pricing is another important factor when it comes to planning a corporate event. You should have a budget for your total event, so you need to make sure you understand the total costs of the event and how much money you can spend on your event center.

Setting a price for your event venue will make it easier to filter through the options and find something that matches your finances.

It is also important to consider the event planning expenses that will contribute to your price. For example, depending on the type of room you choose, how many guests you have, and even the day that you host your event, the price will vary. Some event centers will even charge more if you do not use their in-house vendors for your event.

It is important to learn more about the hidden fees, deposits, and other factors that go into the rates for a venue rental. To make this easier, you can look online to see the price points for corporate events for different venues.

Ask About Additional Services & Accommodations

When you are planning a corporate event, it is more than finding a space for your attendees to gather. There are many other services and accommodations that go into your event.

For example, most corporate events serve food and drinks to their guests. These can include anything from full meals to hors d’oeuvres. Rather than finding a catering service for your event, you can find an event center that offers food and beverage accommodations.

You can also find event centers that take care of each aspect of your event planning.

Prepare for Out-of-Town Guests

Something that many event planners fail to do is prepare their event for out-of-town guests. Many corporate events have guests that fly in from all over the world to attend. If this is the case, it is important that there are nearby hotels for your guests to stay at.

Some event centers even offer an on-site hotel that makes it easy for your guests to relax during their time away from your event.

This way, you can be as productive as possible without having to worry about transportation or other accommodations.

Is There Enough Space?

Before you choose an event venue, you need to know how many guests you are expecting, what types of activities you have planned, and more.

This way, you can make sure you have the right space and layout for your business event. Some venues may also have a limit to how many guests they allow at once, so make sure you know how many guests will be attending.

It might also be helpful to get a copy of the floor plan for each venue so you can make decisions about the layout of your event.

Ask About Technical Aspects

Finally, you need to ask each venue about the technical aspects of your event. This includes anything from acoustics to lighting, Wi-Fi, and more.

For example, some events play videos as part of their presentations. Some venues will offer all of the equipment that you need to do this. However, others may require you to bring everything in yourself.

Learning more about the technical aspects of your event will help you prepare for your event and will ensure that it runs smoothly.

Planning a Corporate Event? We Can Help

Finding the best venue for your corporate event plays an important role in the overall success of your event. By finding a venue that provides you with all the services and accommodations you need, you have one less thing to worry about for your event planning.

Are you looking for a corporate event venue in Texas? The Midlothian Conference Center can help!

Contact our team today to learn more about our venue and to request a proposal for your upcoming corporate event.

The post How to Find the Best Venue for Your Corporate Event appeared first on Midlothian Conference Center.

Choosing a conference center that meets all your needs within your budget can be difficult.

When you are hunting for the top conference center in your area, you must consider several different aspects. You want your guests to be as comfortable as possible.

Keep reading to learn about the seven factors you must weigh before choosing a conference center.

1. Location and Accessibility

The location of your venue, whether you are putting on a wedding, a conference or something else, is very important.

Think carefully about where your guests and other attendees are coming from. You must choose a venue with good transportation options. Choosing a venue near a major airport or highway may be a smart choice.

The better the location of your event, the better attendance will be. You should also ensure that there is plenty of parking at your conference center, so no one has to find other parking options.

choosing a spot that is nearby restaurants or other attractions may prove beneficial as well.

2. Great Wi-Fi and Other Technical Features

Before deciding on a conference center, be sure that they have high-speed WI-Fi and other technical accommodations.

If you will need to use a projector, video conferencing system, or audio equipment, you must be sure your venue can provide those things.

Depending on the event you are holding, you will need different facilities and equipment. It is wise to write down everything you may need. Then, you can call the venue and find out what they can and cannot give you.

3. Air Conditioning

Air conditioning during a summer conference is essential. When you pack eight or more people into a conference center, you will find that the room heats up.

A properly air-conditioned conference room will keep you and all your guests comfortable. Additionally, the room should have natural light and ventilation to keep the room fresh and happy.

4. Proper Seating

Pay close attention to the size of the space you are renting. Before choosing a venue, you must know how many people will be attending so you can have plenty of room.

Most conference centers offer several rooms of different sizes, so you can pick the perfect one. Choose a room that will have room to spare, but not so much that your event appears to have flopped.

Once you have chosen your size, you also get to choose the seating arrangement. Based on the type of event you are putting on, you may choose U-shaped, board style, or grouped seat seating plans.

Some venues will provide you with the chairs and tables, but leave it up to you to arrange them.

5. The Cost

Your budget should be communicated to the venue before you begin making any solid plans. It can be frustrating to love a venue but not have the budget to secure it.

Some conference centers will allow negotiations in some circumstances. Ask if they would consider lowering the price if you agree to a multi-year contract in exchange.

When you do find your venue, explore their package options. Many conference centers have packages to include the cost of food and more in your room’s price.

Sticking to your budget is not always easy. Start on the right foot by staying within budget when you book the best conference center.

6. Well Trained and Efficient Staff

Staff is something that occasionally gets overlooked when choosing a conference center. The first thing you will want to do is make sure there is a proper staff to guest ratio.

If there is not enough staff to attend to your guests, they will not have the best time possible. During your event day, there is a lot to do. You will need the proper help if issues arise.

Ensure that there is plenty of security, wait staff, concierge support, and a venue coordinator. They will allow your event to go as smoothly as possible.

7. Accommodations on Site

A hotel on site is one of the best conference center features you can have. If your event is going to take all day, your guests may not want to take the trip back home afterward.

Some of your attendees may have driven hundreds of miles to support your event and prefer to stay in town. Driving to the closest hotel may be annoying or still far away.

When you choose a conference center with a hotel on-site, you know that your guests will not have to worry about driving after the event. Everyone is safer and happier.

Some event centers are located within name-brand hotels that offer specific amenities. Many are business focused with spaces that lend themselves to both work and leisure.

Find a Conference Center for Your Next Event

Finding the perfect conference center builds the foundation for your perfect event. It is hard to know how to choose a conference center that will check every box. You need to know exactly what you are looking for in a venue.

If you need a conference center that has all seven of these essential features, the Midlothian Conference Center is the venue for you.

Our experienced staff is prepared to assist you in putting on the event you have imagined. We have some of the best accommodations, so you will not be wanting when you reserve with us.

Contact us today to schedule a tour!

The post 7 Essential Features That Make for a Great Conference Center appeared first on Midlothian Conference Center.

Studies have known that event planning jobs are one of the most stressful jobs. From budgets and guest lists to floorplans and venues, there are so many things to consider.

In an ideal world, all of the moving parts that must come together to execute the perfect event would operate smoothly and obstacle-free. However, if you are relying solely on the best-case scenario for your event, you may end up disappointed.

If you want to know how to plan an event without the hassle and headache, we’ve got 7 ways to help ensure smooth sailing for your next event!

1. Have a Plan B

Having a backup plan serves as an ace up your sleeve when you are planning an event.

Planning for the worst-case scenario will make you feel more confident should obstacles arise.

These helpful tips and tricks will help you if things don’t go accordingly to plan:

• Account for extra time should things go wrong
• Create a list of possible situations and how you could fix them
• Take precautionary measures
• Assign members of your team to possible problems

If you are planning an event, there is no such thing as being too prepared. If you expect the unexpected, you’re likely to successfully get over any hurdles during your event.

2. Keep Extra Hands on Deck

Having an extra set of hands is essential for executing a successful event.

When you are event planning, there are tasks and errands that you cannot foresee. For these, having extra help will be very helpful in these moments.

For large events, guests will require information and assistance from a variety of staff members. Ensure your team is knowledgeable, friendly, and courteous. They must be approachable, and they must be able to work well within the team.

The more well-trained your team is, the less stressful the event day will be.

3. Follow a Checklist

Knocking items off your checklist is not only gratifying, but it keeps you on track. This can also serve as your event planning template.

Seeing all of your duties on a neat list will help you be more productive in completing each other. Creating a checklist for your event is one of the best ways to stay organized and stay on track.

It is also helpful to rank these items according to importance.

Also, don’t be afraid to delegate the items on your checklist. Instead of spreading yourself too thin, entrust certain tasks to members of your team.

4. Budget Accordingly

Creating a budget is one of the more challenging aspects of event planning. It is sometimes difficult to predict every aspect of the budget. Additionally, it is hard to account for unforeseen expenses.

Try not to cap the budget for each category. If you have a budget for decorations, food, and marketing, try to save a little from each of these areas to account for costs that may come up unexpectedly.

While you divide the budget into the needed categories of expenditure, have an emergency fund for incidentals. This extra fund can also come in handy if there are things that you want to add last minute.

It is helpful to break your budget down into percentages. On average, couples planning a wedding are responsible for 47% of the budget. It is important to be realistic about what you can spend, depending on your earnings and how much time you have to save for your event.

5. Pick a Reputable Venue

Choosing a great venue is one of the most important decisions for your event. Not only will the venue set the tone and atmosphere of the event, but it will also be the backdrop of a very special day.

There are many things to consider when picking a venue. Budget, size, and availability will be among the most important factors.

You want to ensure that the space accommodates the number of guests. However, you don’t want a venue that’s too big that it makes the event feel empty.

Your venue will take a huge chunk out of your budget, so you want to ensure it’s right for your event.

For beautiful venue options for your next event, Midlothian Conference Center has something for every event.

6. Decide on a Theme

Picking a theme for your event is one decision that will make all of the other decisions much easier for your event.

After you have chosen a theme, picking decorations, music, and cuisine will all be much simpler. You will want all of the aspects of your event to match the theme.

If your event is a winter wonderland theme, you already know that you will need snowy decorations and heartier food. If you are having an island-themed event, you can serve tiki-style drinks and offer flower leis for your guests as a fun accessory.

7. Promote Your Event

Marketing your event is crucial to its success and outcome. You want to ensure that guests are excited about your event and that you have a strong turnout.

Make sure that you advertise honestly so that your guests know what to expect. It’s better to impress your guests and exceed their expectations rather than have them disappointed through false advertising.

You can use a variety of methods to get the word out about your event. Of course for private events like weddings, you will use invitations and an RSVP system to keep track of attending guests.

For public events, there are many social media platforms that you can take advantage of to promote your event. Facebook, Instagram, and Twitter are all easy and free ways to advertise your event.

You can even cut out a portion of your budget for more formal advertising like flyers. Ensure that your flyers and invitation suit the theme and atmosphere of the event.

Reliable event planning companies and venues will provide a team of professionals to help you with the details leading up to your event.

The Bottom Line When You Plan an Event

While you cannot predict what may happen during an event, there are many ways in which you can get prepared. The next time you want to plan an event, use these seven tips to help alleviate the stress and get organized. Not only will you feel well-equipped leading up to your event, but you will also feel confident on event day!

For more information on venues for your next event, visit our website and take a tour today!

The post 7 Ways to Plan an Event Stress-Free appeared first on Midlothian Conference Center.

What about smaller events such as weddings, business meetings, or trade shows? While slightly smaller than say a political convention, these major events still require a lot of time, effort, and planning.

What are some of the things you should take into account when planning and what should you look for specifically when choosing conference centers for your own events? Let’s explore.

What to Look For When Choosing Conference Centers

So, you’re looking for the perfect conference center to house your next event. Regardless of if you’re hosting a smaller business event or a larger benefit gala, making sure you choose the correct venue is paramount to ensuring a successful turnout and event.

There are multiple components to consider for your choice of event centers, such as budget, audience, location, and size. No two events are the same, each coming with its own set of obstacles and planning snafus.

While the planning to-do list for an event may be rife with items, one of the most important items to check off is the venue itself. No venue means no event. So, how do you choose?

We’ll go through a few of these conference center must-haves a bit more in-depth in order to provide you a better picture of what items to look for when choosing a stellar event center.

Size

When hosting a conference or event, it’s important to take into account the comfortability of your guests.

When looking at different conference center options, the space you rent out should be able to accommodate everyone attending and do so comfortably. The main focus should be the event in question, and a properly sized venue will allow for seamless interaction and networking.

Location

The location of your next conference center may be one of the most important factors for ensuring good attendance. Not only is a good location responsible for a good turnout, but it may also determine if people are able to make it to the venue in the first place.

By choosing a good location conveniently located nearer to public transport, you’re making it easier for those attendees who arrive via various cars, planes, trains, or buses.

For local guests, deciding between a close location of venues may be the difference between higher or lower attendance numbers and overall event satisfaction.

Cost

Comparing conference center costs can be a difficult task. Staying within budget can be hard to do when taking into account all of the necessary items needed to host a great event.

You’ve chosen a great location for your conference, but other items such as food, entertainment, marketing, and equipment rental need to be taken into account as well.

Rather than hiring out separate vendors for each, some conference centers have inclusive packages and competitive pricing options. Keeping overall costs in mind when looking over your conference center options can be a good way to save in the long run.

It’s also smart to look for any hidden fees or cancellation costs prior to signing on for your event.

The average cost of a wedding last year was just under $34,000. Making sure to choose a venue that is upfront about costs and fees can help you budget correctly and avoid the stress of any hidden incurred costs.

Parking

As mentioned previously, when hosting business events, you’ll have guests arriving via different modes of transportation. Taking into account the parking for conference centers is one detail your guests will appreciate.

It is important for guests to have a gauge of whether on-site parking or valet service will be available as well. It will make it easier for your guests to plan ahead and budget accordingly.

Insurance

Expect the unexpected. A cliche saying that applies when looking at the process of hosting business events.

No matter the amount of planning ahead, it is always better to have an insurance plan in place as well. It’s important to take into account who is responsible should anything happen when hosting a large gathering of people.

Depending on the situation and the venue, there are different insurance options available to look through.

Tech

No one wants faulty Wi-Fi during the middle of a business presentation. You certainly don’t want a microphone to go on the fritz just as a major company’s CEO is beginning their keynote speech.

It is important to take into account all major technical requirements are up to date and in proper working order. It’s also a good idea to check if the event space you’re looking at offers technical support during your event.

Type

What sort of image do you want to convey to your attendees? The type of conference center you choose will be reflective of your company’s image. It’s a good idea to choose a center that appeals to your audience and the company image you want to convey.

Does the center offer the decor and lighting you’re going for? What about the general layout and presentation of the rooms? Is it clean, well furnished, and accommodating for all?

Selecting a venue that encapsulates the image you’re driving for can make or break a successfully thrown event.

Ready to Plan?

There are so many moving parts that go into planning any event. Choosing conference centers can be more seamless and enjoyable when looking at the seven tips above.

The Midlothian Conference Center offers small-town hospitality and has experienced staff available to make your event a success. By taking into account the above factors, and Midlothian’s excellent service, you’ll be sure to have a smooth, successfully planned event.

Contact us today for all of your event planning needs! We’ll be happy to walk you through any questions or concerns you have. Let’s make your next event a success.

The post 7 Factors to Consider When Choosing Conference Centers appeared first on Midlothian Conference Center.

They may not be the same as in-person events, but virtual events come with their own sets of hiccups and potential pitfalls.

So, what can you do to avoid them? How should you go about planning a virtual event? Keep reading to learn more about virtual event planning.

Do: Have a Test Run

Among all the tips for holding virtual events, this might be the most important.

Get things situated before your virtual event. Have a test run with your own lights, camera, microphone, computer, and everything else, then ask other people to do the same.

Just like a wedding has a dress rehearsal before the big day, you should have one for your event. It doesn’t have to be nearly as long as the actual event might be, but even taking an hour or two to get everything situated beforehand can save many headaches down the road.

Don’t: Think of This Like a Video Conference

To host an effective virtual event, you can’t think of it like a Zoom call that you got ready for five minutes prior.

While you may be hosting an online conference, this isn’t a simple conference call.

No, you don’t have to commute, but you do have to take the time you need to make sure everything can function properly before the event.

If you’re in charge of the entire thing, you also need to make sure that other people involved have shown up. Plan a roll call and be sure that your communication channels are set up properly.

No matter how you do it, taking the time to set up beforehand or even following the five stages of event planning will make things easier for you in the long run.

Do: Schedule Breaks

If you’re hosting an all-day event or hosting something during office hours, it’s wise to set breaks for the event itself. Whether you want to get distracted or your audience seems like they’re not interactive two hours in, make sure you schedule some needed break time.

Don’t: Expect Constant Interaction

While setting breaks will help your audience remain engaged, it’s not going to be a strict guarantee. So, set some ground rules from the start. Be open about what you expect from your audience from the beginning and put in the effort needed to keep them engaged.

Whether your event is educational or something to be enjoyed, many people may even put it on as background noise.

While it’s unlikely that nobody will interact the entire time, you shouldn’t expect everyone in the audience to remain active throughout the entire event.

Do: Charge Your Devices

The worst thing you can do is have a device die in the middle of your event. Ideally, you should have everything plugged in during the event to eliminate any risk of this happening, but that isn’t always possible.

If you can’t have all of your devices plugged in, then have backups ready to go for when you need them.

Don’t: Rely on Only One

The biggest mistake you can make during your event is only relying on one device (or one battery) to get you through the entire thing. This is why having your devices plugged in the entire time can be beneficial.

You shouldn’t, however, only have one screen to run the entire event from.

Do: Ask for Help

Much like you should have backups ready for your devices, you should also have other people to help you during the event. Whether it’s with technology, the people you’re hosting, or how the entire thing will go, make sure you’re not alone when the day comes!

Your help also doesn’t have to only come on the day of the event.

In the days and weeks leading up, you should also keep a running list of the things that need to be done. From there, you can figure out if you’re able to take them on or if you need to ask some else to help out.

Don’t: Work Alone

Don’t put too much on your own plate. Hosting an entire event is not a one-person job, and you shouldn’t think of it as one.

Like in-person events come with a host or emcee, virtual events can come with a moderator or host of their own.

In some cases, you could even ask for participants to send in a video of them introducing the next act or speaker to add variety to your event. Different people are responsible for different aspects of the virtual event, much like they would be if the event were in-person.

The point here is not to overwhelm yourself and do not think that you have to do all of it yourself. While you may be capable, it’s usually unnecessary.

Have Fun With Your Virtual Event Planning

Reading this guide may have made you feel like virtual event planning is a tedious task, but it’s really no different from planning an in-person event. Having extra resources on hand to help with technical issues or other outages can help ensure that your event goes smoothly and safely. It’s also an extra opportunity to have fun from home!

Just because you’re hosting the event doesn’t mean you can’t have fun at it.

The secret to planning a successful virtual event is to have everything planned, from start to finish. Take the extra steps before, and you won’t have to worry later.

Contact us today to learn more about the Midlothian Conference Center.

The post The Do’s and Don’ts of Virtual Event Planning appeared first on Midlothian Conference Center.

Yep, you read that correctly. Without a well-thought-out plan for event planning, you risk disorganization, chaos, and not meeting goals of the event. Following a formula for your event planning business or one-time event will guarantee success.

So, instead of wandering into your next event planning job with no guidelines, follow this simple guide to the five stages of event planning.

Stage 1 – Research and Goal Setting

Depending on the type of event you are planning, you may need to conduct some research before you get started. Some event planning companies will skip this crucial step and it can mean disaster for the success of the event.

During the research process you should interview the person or team that is responsible for hosting the event. Find out exactly what their goals are – raising money, training, networking with other professionals, sharing new ideas, etc.

Have a list of questions prepared for the research phase in order to maximize efficiency. You’ll need to know the budget for the event, the date, and about how many people are expected to attend.

After you have completed your research you can document the goals and objectives of the event. Your goals and objectives should be clear and focused so that you can use them to measure the success of your event later on. This list can also guide you as you start the main event planning phases.

Stage 2 – Design the Event

The event design phase includes the master plan for your event. You’ll start with finding a venue that accommodates the theme of the event, the number of guests, and the purpose of the event. You can work with venue staff throughout the planning process to enhance communication and make sure things run smoothly.

Once you have a location for your event, you can start build a team of people to help you with the remaining design tasks.

Delegating responsibility to different team members allows you to take a management role without becoming too overwhelmed by the details of event planning. Each of your team members will contribute to the master plan.

For example, the person responsible for entertainment will give you a list of performers along with a schedule. The person or group responsible for food and drink will provide a detailed menu along with the associated costs and plan for food service.

Your event design and master plan need to be as detailed as possible to ensure the success of your event.

Stage 3 – Brand the Event

A successful event with clear goals and objectives should be easy to brand. You know what the host of the event wants and what guests are expecting. Use your research and your design to brand the event.

But wait! You’ll also need to find a way to show how your event is unique and why it’s worth attending. You can use promotional materials to bolster the brand and get people talking about your event.

Does your event have a name? Does it have a motto or tagline? These details can make branding your event more successful. Think about a name, tagline, and logo as you form a brand around the event. It should be clear to attendees what they should expect from the event should they choose to attend.

Your branding will help you as you start to publicize the event. You can use an email list, social media posts, or a specific invitation list depending on what the event host has in mind.

Stage 4 – Coordination and Day-Of Planning

Your planning is coming together well and you are ready for stage 4 – coordination and day of planning! Coordination refers to finalizing plans with each of your team members and the event staff or volunteers.

Everyone involved with the event should know what is expected of them and how important their role is to event success. You’ll need to coordinate the different components of the days event and give the schedule to each team member and your representative at the venue.

The schedule should list each component of the event with a clear start and finish time. You may also include which person or group of people is responsible for each part of the event. You can also include other important information on your day-of schedule such as who to contact if there are technical issues.

This stage is hard work! But it’s why event planners are successful – they have impressive attention to detail.

Stage 5 – Evaluate the Event

You’ve made it to the last step of your event planning checklists – the evaluation.

Not all event planners or event planning companies use a formal evaluation. The evaluation stage is useful if you are relatively new to planning or you want to collect positive feedback to build your reputation as a planner.

For conferences and formal work trainings you can send out an online survey or hand out a paper survey to attendees to collect feedback on the event. Include questions about the organization of the event and specific objectives from your list.

But input from attendees is only part of the evaluation. After the event is over you can return to your team’s goals and objectives and discuss whether each of those were met. If they were – great! If you think you could have been stronger in a certain area, discuss it. The only way to improve your event planning skills is to be willing to grow and improve.

Successful Event Planning

Now you have the perfect stage-by-stage formula for to plan an event. These guidelines can help keep you organized and on-track to make the most out of your event.

Remember that event planning also takes a certain level of flexibility. Things don’t always go perfectly, and that’s okay! As an event planner you will learn how to think on your feet and adapt to changing situations.

If you’re planning an event in the Midlothian area and looking for a venue, contact us at 972-775-7125 or schedule a tour of the space.

The post The Perfect Plan: What Are the Five Stages of Event Planning? appeared first on Midlothian Conference Center.

From picking the location to deciding on the perfect food, it can be tricky to find the right options for you. Plus, it never hurts to have a little extra inspiration when it comes to planning an event!

But, where should you start?

The first place to begin your planning is choosing conference venues. When you know where you’ll be holding your conference, everything else can fall into place. Below are some common mistakes to avoid so you can skip the headache and get to planning in no time!

1. Going Out of Your Price Range

Going over budget is one of the biggest mistakes when planning an event. Though it seems easy enough to pick a price point and stay within those limits, things add up quickly! Whether you fall in love with the banquet hall or love the location, it’s hard to say no to a venue that wows.

The best tip for avoiding budget spillover is to only look at venues within your price range! If you only look at places that fit your funds, it’ll be harder to fall in love with places you can’t afford.

When you do discover a venue in your budget, instead of focusing on things you wish the venue had or things you don’t like about it, be sure to focus on the aspects you love! When you find a site that doesn’t break your bank and works well with your vision, you’ll be happy long after the event is over.

2. Not Having Enough Space

Space is a factor you may have overlooked before 2020, but due to recent circumstances, this is a feature that you should keep in mind moving forward!

With the rise of the Coronavirus pandemic, people are much more aware of personal space. When you’re looking for a conference venue, you need to ensure that your attendees will not only have shoulder room but have enough space that they feel comfortable participating in the event.

To avoid cramming the room, keep in mind the venue capacity limitations. Then, work off of that amount. This is a good place to start when thinking about how many people you can fit into a room without overcrowding your guests.

Do not assume that there will be no-shows that will free up space at your event. Instead of presuming there will be too much room when people don’t show up, be happy that there will be ample space to keep each person safe!

3. Not in a Convenient Location

Before booking a venue, know the general region your attendees will be coming from and the demographic.

Are you hosting a conference for rural educators? If so, don’t book a venue in the middle of a city!

You need to keep your location relevant for the people attending the event and the content covered in the sessions.

4. Choosing Conference Venues With No Close Hotels

If you cannot find a venue close to the audience you are catering to or that is pertinent to your topic, you need to find a site with nearby accommodations.

While it could be difficult to find exactly the right venue in the perfect location, there are other options for your event!

Keeping your audience in mind, look for a space with quality hotels in the area. Even if the attendees need to travel to the conference, they’ll feel more assured if there are places to stay nearby.

5. Not Having a Rough Draft Schedule

To ensure you pick the best venue for your conference, you need to have an idea of your schedule.

Having a schedule in mind will help with envisioning your event in the venue space. If your conference is very active, you may need more rooms to spread out in. If you want to have break-out discussions, you’ll need to map out where the groups will go.

6. Picking a Venue With Limited Options for Layout

You will also need your schedule to ensure the venue you’re looking at can accommodate your event.

If you’re hosting a lecture-based conference, you’ll need to make sure the venue has enough chairs for your guests. Plus, you’ll need to find out if they have chairs, and if not, decide if you can fit the venue and a chair fund into your budget.

You may also need to consider alternative layouts.

Does the venue you’re touring have options for several different floorplans? Will your guests have enough room to social distance in this space? It not, it may be worth looking into other options for venues!

To get inspiration for different layouts and design, try looking at the venue’s website for fun photos of previous events. You can see the diversity of the site and get ideas of how other people styled the room!

7. Choosing a Venue With Little Support Staff

Depending on the complexity of your event, you may need a little extra help.

Choosing conference venues with support staff allows you to focus on what matters: your event! Whether it’s setting up chairs or cleaning up after a long weekend, you may need more support.

8. Not Considering the Atmosphere of the Venue

While this may not be at the top of everyone’s list, it’s important to pick a venue that your conference guests will feel comfortable in.

How many times have you sat through a stuffy seminar with bad lighting in a cramped room? No one wants to suffer through a conference, especially if it is a continuing education or professional event.

If you want to take a tour but the venue isn’t nearby, see if they offer virtual tours! By clicking around a venue online, you can instantly see what the space has to offer.

Where Will You Pick?

Choosing conference venues can feel like a daunting task, but when you go step-by-step, you can find the right fit!

Which venue will you pick for your next conference?

Feel free to reach out to schedule a consultation to chat about your upcoming event!

The post 8 Common Mistakes to Avoid When Choosing Conference Venues appeared first on Midlothian Conference Center.