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.

The truth is, you’ll need to be a level-headed and organized person who works well under pressure in order to pull off party and event planning as a career. Not only this, but you’ll also need a serious eye for detail — because every well-planned, flawless event comes down to the details.

As an event and party planner, there are certain ways to prepare so that your job is as stress-free as possible. If you’re new to the game, here are some of the top party planning mishaps to avoid.

1. Not Starting Your Party Planning Early Enough

Here’s the thing — time is never on your side when you’re planning a party or event. It’s always best to assume that things might run a little late or behind schedule, especially when it comes to relying on your vendors. That’s why you need to start your party planning way earlier than you think.

To add to this, procrastination is never going to help you — even if it’s the smallest tasks that you put on the back-burner. When it comes down to it, this type of procrastination can come back to hurt you.

All in all, you want to begin your party planning as soon as you have a set date for the event. And the best place to start is with securing a venue. This is because most venues are pre-booked for events months or weeks in advance. So you need to ensure that you find and secure the right venue in the right timeframe.

Once you’ve secured the perfect venue, it’s time to make a detailed party planning checklist that you can sink your teeth into right away. This checklist helps you to map out the planning process, keep track of completed tasks, and stick to a realistic timeline.

2. Neglecting Your Technology Setup

In today’s day and age, technology plays an integral role in almost any type of event. Whether it’s the music, speaker, and dancefloor set up, or a podium set up with a slideshow, you need to prepare it all before the day of the event.

Don’t want to make the mistake of leaving your technology set up for the day of the event. This is one of the biggest oversights any party planner can make because if you run into tech issues, this could totally derail the rest of the setup on the day.

Another important tip is to pick one operating system (i.e. Windows or Mac) and stick with it when using technology for an event. The last thing you need to stress over is incompatibility issues.

Make sure you set up all the required tech for the event at least the day before. Then, test it out thoroughly to ensure it’s all working properly. Always have a technician’s number on speed dial in case of any hiccups on the day.

3. A Lack of Communication Before the Event

Without your guest list, what type of event do you really have? You need to make your guests a top priority when planning a flawless party, and that means regular and timely communication.

One of the most important party planning mishaps to avoid includes failure to communicate with your guests before the event. Your guests should not be left in the dark, confused about details, or a lack of information.

It’s a good idea to think about communication from their perspective. What would you want or need to know in the lead-up to the event? Make sure you provide all the critical information they need, well in advance, but not too far in advance — you don’t want them to forget it!

This includes address details, parking availability, directions, local resources, the event/party agenda, the party theme or dress code, food and drink options, etc. Send your guests a comprehensive email reminder of all these details a week beforehand, plus a follow-up reminder a day or two before the event.

4. Failure to Prioritize All Five Senses

One of the best ways to create an amazing first impression, as well as an impression that lasts, is by engaging the senses. When planning a party that you want your guests to remember, you must consider all five of their senses.

By doing so, you can create the ideal environment that allows your guests to feel as welcome and comfortable as possible. And this is not something they’ll forget in a hurry.

First and lasting impressions rely on how you stimulate the sight, smell, taste, sound, and touch senses. This means your venue must look visually amazing. It should also smell pleasant and inviting. You could offer a welcome drink on arrival, enjoyed with a soothing backdrop of music. Your guests should have access to comfortable, plush areas of seating for maximum relaxation.

5. Neglecting the Quality of Catering

If there’s one thing that can derail an event faster than anything else, it’s bad food and poor service. Some event planners might even say that catering is the single most important part of any event. It’s what your guests will remember, above many other aspects of the event.

Make sure to do your research on the catering company you hire. Where possible, test out some of their catering beforehand. Ensure they use fresh ingredients and can serve their food in a timely manner on the day.

Communicate clear instructions with your catering team to ensure everything runs according to schedule and your guests aren’t left hungry or thirsty for too long. Finally, don’t forget to prioritize certain dietary requirements and make sure there are fresh and delicious options for these people too.

6. Not Having a Backup Plan (aka Plan B)

When you plan out your party, you want to think about all the scenarios that might require a contingency plan. For example, if the party is outdoors, what is your backup plan going to be in case of poor weather?

If something happens to the event space, i.e. a fire, do you have a backup event venue secured? Some other important backup plans to consider include power outages, overflow parking space, tech issues, seating issues, and food and drink mishaps.

Make sure you have a contingency plan for all the potential scenarios that could go wrong on the day so you have yourself and your guests covered!

In Need of a Top Class Event Space?

Party planning is not rocket science, but it does take plenty of forethought, preparation, and time management. If you can keep these key mishaps in mind when planning your next event, you can rest assured that your guests will walk away impressed!

Are you planning a special event in the near future? The Midlothian Conference Center is your go-to for all event types. Offering a 39,000 square foot facility, we can adapt the space to suit your specific event.

Whether it’s a large-scale conference or a small and intimate wedding reception, we’ve got you covered! Get in touch with our team for more.

The post 6 Common Party Planning Mistakes (and How to Avoid Them!) appeared first on Midlothian Conference Center.

Now that the world is slowly returning to normal, many couples are finally celebrating their union with friends, family members, and loved ones. If you are planning your wedding, one of the biggest questions on your mind is likely which wedding space you will choose.

Finding the perfect wedding venue isn’t just about whether or not you fall in love with the space. It’s also important to make sure you find the right-sized venue for your big day.

Let’s take a look at how you can determine the right wedding venue size for you.

Accurately Estimating Your Guest Count

The most crucial step in getting a wedding space that is the perfect size is correctly estimating how many guests will attend. You can’t simply count how many people you invited and expect that every individual will be able to make it on your special day.

There are a number of factors that will affect how many people will come to your wedding. This might include how far people will be traveling to attend. It also is determined by whether or not you are allowing plus-ones for guests that are single.

Also, consider whether you have chosen to let close family members invite some of their close friends. All of these different bits of information can end up adding to a very different number of guests than you invited.

You will also want to count children when considering your guest count. Most children who are older than three will want a seat and a meal.

There is no way to know the precise number of how many people will attend your wedding. However, by considering multiple different factors you can end up in the ballpark.

Looking Into How the Venue’s Recommendations Relate to Your Reception’s Structure

There are so many pieces that go into a wedding reception. Some soon-to-be-married couples might choose to have a banquet-style reception while others might want a barbecue-style dinner. The style of your reception will impact how the space is used, so this is worth considering.

For example, a large open room in a venue might hold 200 people for an event where people are mingling, while the same room might only fit 120 people for a seated dinner.

The best way to determine whether a venue will suit your guest count and your reception style is to talk to the venue. You can share with them what you envision for the event and they can let you know if they have recommendations to help you receive your desired outcome.

Read the Fine Print

Some venues charge you depending on how many guests attend your wedding, while others don’t. Some might even charge you extra if more people end up attending than you have indicated in the contract.

Most people who are planning a wedding have a relatively strict budget they are trying to abide by. For this reason, you will want to understand any associated costs when it comes to your venue and the size of your guest list. If you decide to rent a venue that is larger than necessary for the number of guests attending, you’ll want to be aware of any associated extra costs.

On the other hand, if you choose a venue that is fairly snug for your guest list, you will want to look into whether you will be charged for additional guests and amenities.

(Are you wondering how to choose a wedding venue in Texas? If so, check out this article!)

Consider How the Space Will Feel Relative to Your Number of Guests

Beyond the more practical concerns, you will want to be considerate of how the space will feel relative to how many guests are attending. If you have too many guests for a small space, it might feel crowded and claustrophobic. If you have too few guests for a larger space, it might feel a bit empty and awkward.

Talk to prospective wedding venues to determine how the space feels with different guest numbers. If you have your heart set on a specific venue, they might have suggestions for how to make the space and the vibe feel just right.

Basic Guidelines For Venue Size Based on Guest Count

The perfect venue for your wedding is ultimately up to you and what you want out of your special day. However, there are some general rules of thumb that can help you get a sense of the size of space you will need to accommodate your guests.

If you are having a smaller wedding with about 80 guests, you will need at least 1,000 square feet for a sit-down dinner. If you are expected about 160 wedding guests, you will need at least 2,000 square feet for a sit-down dinner.

A venue that is at least 3,000 square feet can accommodate around 250 wedding guests, while a 3,700 square foot venue can accommodate about 300 guests.

You will also want to consider the space you will need for:

• The head table
• The dance floor
• The DJ or the band
• The cake table
• The bar
• Food stations and/or the buffet
• The gift table

As you can see, there are a number of different factors to take into account when you are trying to find the right-sized venue. Talking to a few different wedding venues can help you determine which size space will be perfect for your wedding venue.

Are You Looking For the Perfect Wedding Space?

It’s easy to feel overwhelmed when you are looking for the perfect wedding space. In this effort, you have to balance your budget and your guest list with the atmosphere and feel that you desire for your big day.

At the Midlothian Conference Center, we have spaces to accommodate both an intimate affair as well as a large gathering.

Are you looking for the perfect wedding venue in the Dallas-Fort Worth area? If so, contact us today to request a detailed proposal.

The post Determining the Best Wedding Venue Size 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.

Planning a 50 year wedding anniversary celebration requires extra special care and thoughtfulness. In a half-century, a marriage goes through many memorable moments as time progresses and changes.

Whether you are the children who are planning the event or the happy couple, enjoy these 10 tips for making this momentous occasion a meaningful trip back in time and the first step into continued togetherness.

1. Choose A Theme

There are so many iconic figures from 50 years ago that influenced music and fashion. If you choose to host a costume party, here are some favorites from the era to consider.

• Elvis
• The Beatles
• The Temptations
• The Archies
• Stevie Wonder
• The Rolling Stones
• The Jackson-5
• Sony and Cher
• Elton John
• CCR
• Walt Disney
• John Travolta
• Evel Knievel
• Clint Eastwood

The ’70s was a great time for Motown Records. There are so many influential artists from the era; it’s hard to list them all. So instead, consider a Motown theme with cues from the music and beautiful fashions and hairstyles.

Disco is a fun theme with multiple ideas for clothing and new dance moves. Although Saturday Night Fever debuts a few years after the wedding, it is an iconic era for the newlyweds.

Disney World opened in 1971. If the couple has been Disney fans, feature a Disney theme that attendees come dressed as favorite characters.

Themes can also be selected from the anniversary couples’ favorite places or activities. You may even consider recreating the original style from their wedding day.

2. Determine Space Needed

Once you have decided on a theme for the anniversary party, you will better understand how much space you will need for various activities. Next, consider a venue that will also feature hotel accommodations for traveling guests.

Keep in mind that you may need a stage area for a live band or guest speakers in addition to tables for dining and a dance area. If you choose a DJ, a stage may not be necessary, but reserve space for equipment.

There should be an area designated for a guest book and gifts. Consider a larger table for the couple and immediate family. You may also want a special table for a cake.

Will you have a bar? Check with the venue about any restrictions. If you have an open bar, save some expense by sending two drink tickets per person in the invitations. Guests will be responsible for paying for any further drinks.

3. Research for Guest List

Over the span of 50 years, a couple will meet many influential people throughout their marriage. But, as the host, you may not be aware of important people that would be a wonderful surprise for the couple to see again.

This is an area where talking with close friends and the extended family of the couple is important. Be particularly sensitive in determining if friends from the past have maintained a happy memory for the couple. If uncertain, opt for not extending an invitation.

4. Personalize Invitations

Invitations that reflect the party’s theme are a great idea, but also consider creating an invitation featuring a photo from the wedding. A collage of favorite wedding photos will also be meaningful for guests who were there and at the anniversary party.

The 50th wedding anniversary is the “Golden” celebration. The 50th anniversary meaning focuses on strength and health for the marriage.

Tastefully incorporate gold embellishments for the invitations and decor. Also, consider adding flowers and gemstones associated with the 50 year anniversary.

5. Create a Timeline Playlist

Take a queue from some of the figures listed in tip number 1 or research the couple’s favorite songs. Then, include the song from their wedding for a recreation of their first dance together.

6. Arrange for Entertainment

During the ’70s, American Bandstand was a favorite dance show. Hire a DJ that would be willing to mimic the style of Dick Clark with announcements of songs and their history.

If music is not the primary source of entertainment, think about other sources that may intrigue the couple and guests. For example, do they enjoy comedy, magic, or theatre?

7. Select Food Favorites

The primary food selection should be focused on the couple. However, keep in mind dietary concerns for guests, too. If there will be a buffet served, place allergen cards in front of items that contain seafood, nuts, or eggs.

Check with your venue to see if food can be catered or if kitchen staff can provide the menu.

8. Mix Up An Anniversary Drink

The couple will very much appreciate a toast. Of course, you can always go traditional with champagne. Yet, a drink that is specifically created and named for the couple will be especially memorable.

9. Let Them Eat Cake

Ideally, recreating the original wedding cake would be a beautiful surprise.

1. However, you can also create a classic tiered cake with gold-toned frostings and embellishments. Carrying the anniversary party theme to the cake can also be fun.

10. Prioritize Photography

Most importantly, make certain that this occasion is recorded well. It is so easy to get caught up in the excitement that taking photos or videos is forgotten. Designate a guest or hire a professional photographer.

You may also want to incorporate a screen show of photographs of important moments throughout the couple’s lives. Then, have it continuously play silently in the background during the party.

Start Planning the 50 Year Anniversary Party Location Now

The 50 year anniversary party you plan requires thoughtful planning. Like the original wedding, it is an important event that will take time and care.

Start as early as possible to reserve a venue, entertainment, caterers, and working out schedules for guests.

If you will be hosting a 50 year anniversary party in the Dallas area, The Midlothian Conference Center would be honored to provide your venue. We have an onsite hotel and a beautiful ballroom. Contact us for reservation information and services to make this special event a treasure.

The post How to Throw a Beautiful 50 Year Anniversary Party for Your Parents appeared first on Midlothian Conference Center.