We’re back again for our final edition of our 3 part series, did you miss us? Today we’re sharing all the details of the best part of corporate event planning- the event, of course! This last post specifically is related to our Barcelona corporate event last summer. The 18 hour work days, the corporate lunches, the VIP dinners, the speeches, etc… Without further adieu, let’s start the show.
Barcelona Corporate Event Time-
So as we mentioned before, our client chose the final location to be Barcelona for their annual corporate event. The final hotel that they chose was the Hotel Arts, right on the beach. The location couldn’t be any better, and the amenities and service are impeccable at this hotel. Because the attendees of this event arrived at different times, we had to be strategic about organizing transfers.
We organized transfers firstly for the internal event team, as they arrived early to set up before the event. We arranged the various transfers, as well as all of their hotel check-ins, room organizations, and distribution of the team. The next day is when the action really started to take off!
Average time, on and off the whole day- 9 hours
Corporate Event Setup
After all of the check-ins were successfully realized, we began to help with the pre-event tasks and an early 6 am wake up call. Overall we spent about 3 hours organizing and planning the event agenda.
To give you a bit of insight into the event agenda, here are a few tasks from our agenda:
- Check areas for lunch and set up signage
- Team ready with handhelds for Q&A on Demographics Presentation
- Human signage, direct people towards lift and stairs
- Event team – man the event desk throughout the breakout session
- Welcome guests on 1st floor and direct to restaurant and terrace for seating
Though the company already has a team of professional and dedicated event directors and assistants, we are still the main point of contact throughout the events. You could call us professional, multilingual corporate event intermediaries. That’s a mouthful, isn’t it?
After we’ve organized and sorted the day, we then begin to set up. We start by helping with the direction a bit, solving any problems or miscommunications that might come about, and physically offer our 24/7 event-time service. Although it doesn’t happen frequently, sometimes language barriers create absolute chaotic situations. For example, the setup crew wanted to communicate that equipment should be left in a certain area, and the client, in reality, asked for the exact opposite.
Whenever our client needed us throughout the event, we were there within a matter of minutes to find a solution. Because we want to offer dynamic service, we have to be physically present at the event location.
Total pre-event setup time- 24 hours
Barcelona Corporate Event – Go Time!
After day one of 24-hour support, we begin to see the fruits of our labour come to life. Another early am wake up call, an incredible consumption of coffee, and we’re ready to take on the event! Because we took care of so many little tasks throughout the day, we sincerely lost track of the day in general. Below you can find a few of the tasks our team took care of-
- Manage the logistics for check-ins and airport transfers throughout the morning
- Run to the supermarket and buy fresh fruit for the event team office
- Order and pick up signs from a print shop
- Buy local gifts for a VIP giveaway
- Communicate various issues to the technician
- Action every little client request to the hotel (printing, more croissants and milk, lower the air conditioner, can catering keep the noise down? etc.)
- Generally we have to stay ahead of the agenda. Are the coffee breaks ready and correct. Is the lunch set up and ready? Are there enough chairs in the plenary room? and on and on. .
These are just a few examples of the various odd jobs that our 24-hour support covers. Though our jobs might be chaotic during the event, it’s so everything else goes smoothly. When we’re running around like madmen, it means our client is able to focus on the event. On top of our own service, we like to make sure that the contracted venues and hotels are working with the same efficiency. Everyone has to be on the same page for collaborative projects to work properly!
After day one of the event, day two was a similar story, except even more fun! Here is where we got to see all of the event organizers and attendees let loose and enjoy what our gorgeous city has to offer.
Barcelona Corporate Event Dinner
This was the most exhilarating part of the entire corporate event. After the internal event was realized, the delegates were ready to enjoy Barcelona. Our small team organized a 350+ dinner at Opium, right by the water in Barcelona. Whenever they needed a hand, we helped with the overall setup of the dinner, make sure they understood the client’s vision, as well as set up signs and table settings. Then we helped with the direction of the delegates getting from the hotel to the club, ensuring they were able to network and mingle comfortably. We were there for any questions both the delegates and the events team had, and stayed until the event ended at 11:00pm.
Another 24 hours in the books, and we’re happily running on adrenaline and fumes. * we aren’t working 24 hours straight, probably more like 20 :)*
Post- Corporate Event Follow Up
We don’t stop until the job is done and done right. Working in the corporate event industry almost guarantees that things will go wrong, but we do our best to solve them instantly.
There were miscommunications between the events team and the airport transfers, which could have resulted in missing their flights. However, were able to act quickly and solve the issue before it was too late. We stayed onsite until the whole team had shipped out, and even then there was still work to do.
We organize all invoices from each venue, dinner, hotel, transfer, etc… By doing this for the client, they don’t have hundreds of different invoices to pay and organize. Our functions are niche, unique and absolutely fundamental for a smooth event. Just think of us as professional intermediaries, human ibuprofen, and that calming glass of wine you can enjoy after a long hard day at work.
That’s a lot of reading, and we’re impressed that you’ve made it this far! Congrats, you now know more than the average human about Barcelona corporate event support and logistics.
Ready to have your own corporate event? Let’s discuss your corporate event vision today- firstname.lastname@example.org. Also, in case you can’t tell from this post, we really love to chat! Call us on the line that works best for you to start organizing your event logistics!
French (say bonjour to Julie, she’s trés jolie!) +33 4 20 88 01 30
English (Jason will greet you with a smile through the phone!) +1 818 926 4850
Spanish (A simple “buenos días” goes a long way with Olivia) +34 931 785 300