Welcoming back corporate events in Westminster

Earlier this month, we hosted a hybrid roundtable event for a membership organisation within the financial industry. They wanted to offer their delegates an opportunity to attend a workshop together, and were looking for a venue to facilitate intimate discussion, presentations, and a relaxed networking lunch.

Of course, over the last year, the protocol for hosting business functions has changed. At 10-11 Carlton House Terrace, we pride ourselves on tailoring the event experience to the specific requirements of our clients, whilst ensuring the necessary precautionary measures are in place. As in-person events resume, we want guests to feel confident that their safety is our priority; with this in mind, we set out to host a roundtable workshop that ticked all the boxes. Here’s how the day panned out.

The organisation laid out their criteria in advance: they were looking to hire a corporate events venue in Westminster, for a group of delegates, some attending virtually. Our Grade I listed townhouse is situated within walking distance of St James’s Park, and, with state-of-the-art AV facilities available, 10-11 Carlton House Terrace was the perfect fit. 

After viewing several venue sites, a spokesperson for the organisation told us: ‘We wanted a traditional space with a lot of natural daylight, and a room that could accommodate a group of 25 people in a roundtable set-up without being too big or a tight squeeze. The fact that the AV facilities were included in the cost -- and the knowledge that a technician was there to provide support -- was a real bonus. Plus, the location of the venue was ideal for our delegates; with all these factors combined, we decided to use Carlton House Terrace.’

The spokesperson also shared some post-event feedback from their members, who agreed that the light, bright spaces really enhanced the workshop experience. 

Our client’s brief also expressed the importance of having a range of rooms available, which we made every effort to accommodate. The venue offers a selection of spaces, from small boardrooms for 12 guests to those with 34-delegate capacity. Additionally, we include the option to hire further rooms -- as breakout or refreshment areas, for example -- on a private basis. This versatility was appreciated by the organisation, who told us that it was the ‘variety of different spaces’ that made 10-11 Carlton House Terrace so well-suited to their networking and workshop needs.

Given the hybrid nature of the event, presentations needed to be delivered to in-person and online attendees simultaneously. We know that a seamless integration of live and virtual elements is integral to any successful hybrid, so we offer clients the opportunity to utilise our Carlton Virtual Studio services. This virtual facility has been developed with hybrid events in mind. Access to the latest tech equipment and a 5-person AV team is included within the hire price, along with studio lighting and HD vision system and the facility can be set up in a number of rooms across the venue adding further flexibility.

When it comes to corporate events, we try to keep compromises to an absolute minimum. Why? We believe that if it was included in your original brief, there’ll be a good reason for keeping it there! However, Covid-19 restrictions have meant that some limitations and compromises are unavoidable. For our client, this meant adapting the seating layout: the standard boardroom style was changed to a roundtable set-up, in order to maintain social distancing between guests. We also adjusted their catering arrangements.

Their spokesperson shared, ‘Usually we have a buffet-style networking lunch, but with the restrictions in place, we had to follow the venue's guidance and so we were provided with individual bento boxes for our delegates. As a result, we had to assess our attendance levels to ensure we had enough food for the group, but, ultimately, this wasn't a problem.’

We’re particularly proud of our catering. Our wonderful partners, Searcys, ensured that the buffet-to-bento-box shift didn’t mean compromising on the quality -- or taste! -- of our menu. Their chefs take care to use seasonal and sustainable ingredients, and are always ready to go the extra mile. As our client told us: ‘the catering staff worked around the Covid restrictions, delivering an efficient and attentive service. They showed great preparedness.’

In the run-up to the roundtable, our in-house event management team worked to deliver exceptional support, both before and during the meeting itself. As corporate events return, we believe that a collaborative approach is key.

‘The team was very flexible, and maintained great communication throughout,’ said their spokesperson. ‘We worked together to find the best solutions within the restrictions. They were very understanding and catered to my ever-changing needs, which, in my opinion, is going above and beyond.’ 

Overall, the venue and service was very well-received: ‘Carlton House Terrace has secured our organisation as a loyal client. I have booked and planned another 4 events between now and the end of 2021.’

Catherine Owen, our Head of Venue Sales and Marketing, said: ‘Hosting corporate functions has always been a core part of our business, so being able to work on events like these again has been fantastic for everyone involved. The feedback from our client was really positive, too. Moving forward, our approach to Covid-secure workshops and meetings will continue to prioritise flexibility, collaboration, and excellent service. We’re thrilled that the roundtable was so successful, and are certainly looking forward to welcoming corporate events back again over the coming months.’

Corporate events venue London

Conference, meeting, workshop or training day; Carlton House Terrace is an ideal environment for talking, thinking and learning. Located in central London, we benefit from excellent transport links, making for easy accessibility all-round. We’ve got years of experience hosting corporate events, and, as we adjust to the new normal, we’re striving to make the process as smooth as possible -- whatever your requirements. If you’d like to find out more, our event team would be happy to help. Please get in touch here, or give us a call on 020 7969 5224.