Event planning is a crucial aspect of any business’s marketing and networking strategy. Whether it’s a product launch, conference, seminar, or corporate gathering, a well-organized event can create lasting impressions and foster valuable connections. However, planning a successful business event requires meticulous attention to detail and a methodical approach.

At Hotel Cismigiu, we have been welcoming event organizers for more than 10 years. In our event and conference rooms, there were hundreds of conferences, workshops, training, presentations or press conferences. Here is a list of best practices, inspired by them, that can guide you through the event planning process and help you execute flawless business events in Bucharest.

Objectives, Timeline & Budget

Start with the event objectives. They will shape the entire strategy of the event, whether it’s generating leads, strengthening business relationships, showcasing a new product, or raising awareness about your brand. The programme and the timeline will be directly correlated to the event objectives, and so is your event venue. For instance, if you are planning to emphasize the networking possibilities, it is important to choose a venue that has a dedicated area for socializing, such as a lobby, and services that will cater to this need. At Hotel Cismigiu, all the event venues have a lobby that is appropriate for cocktails and networking events.

Create a detailed timeline that outlines all the tasks leading up to and during the event. Include deadlines for booking vendors, finalizing the agenda, finding speakers and promoting the event or sending out the invitations.Maybe you can add recommendations for your guests of things to do in Bucharest. Allocate a realistic budget for your event, taking into account all possible expenses such as venue rental, catering, audio-visual equipment, marketing materials, and staffing. Keeping track of expenses will help you stay on track and make informed decisions throughout the planning process.

Plan the Program and Agenda

Craft a compelling event program that aligns with your objectives and engages the attendees. Include keynote speakers, workshops, panel discussions, networking sessions, and breaks. Ensure that the schedule is balanced and allows ample time for networking and Q&A sessions.

Finding speakers for your event can be a challenging task, so make sure you send out the invitations in advance, to fit with their schedule, and follow up with them. The speakers – those that are confirmed – are an important part of promoting your event. Sometimes, relevant speakers in an industry or recognized professionals are the most important feature of an event and an important reason to attend.

Choose the Right Event Venue

Select a venue that aligns with your event’s theme and can accommodate the expected number of attendees comfortably. Consider factors like location, accessibility, parking, and the availability of necessary amenities. Book the venue well in advance to secure your preferred date.

Below, we will go a little further into details regarding the event venues at Hotel Cismigiu.

We have a spacious amphitheater and six intimate meeting rooms that bask in natural light, ensuring fruitful and successful events. These well-appointed meeting spaces in Bucharest are perfectly suited for various purposes, including work meetings or engaging entrepreneurship discussions, conducting business meetings or workshops, hosting interviews or seminars, and even organizing impressive product launches. Their names – Selari, Blanari, Zarafi – are inspired by the streets of the Old City, to which we are very close to, and they represent the professions of people that used to live on those streets, 100 years ago.

Cervantes Amphitheater has a capacity of 120 seats and a surface of 150 sqm, is situated at the heart of downtown Bucharest and nestled on the ground floor of Hotel Cismigiu, and is ideal for hosting captivating shows, conferences, and significant corporate events. Embraced within the esteemed Cervantes Institute, it exudes an enchanting ambiance that adds to the overall allure. Furthermore, the venue offers a delightful coffee break or light lunch foyer, adding convenience and sophistication to any gathering.

Lipscani Room is the largest meeting room in the hotel, with a capacity of up to 70 people in the theater setup. Situated at the first floor, it has a picturesque view over the bustling boulevard, abundant natural light and a versatility that allows for seamless customization to meet your specific requirements.

Blanari Meeting Room has a timeless and classic design, perfectly suited for seminars, training, meetings and productive gatherings. It has a capacity of up to 45 people and a surface area of 45 sqm.

Selari Meeting Room, Gabroveni and Zarafi Meeting Room are small meeting rooms, with functional design and natural light. If you are looking for meeting rooms in Bucharest that are perfect for workshops attended by 15-30 people, you should choose one of those meeting rooms.

All the rooms are conveniently located on the first floor and are fully equipped with wireless internet access, a video projector, and a screen, so that it caters to all your technological needs. Additionally, guests will find ample parking spaces available in the hotel’s underground car park, ensuring convenience and ease of access.

Marketing, Ticketing and Event Materials 

Develop a marketing strategy to create buzz around your event. Utilize various channels, such as social media, email marketing, press releases, and partnerships with industry influencers. Set up a user-friendly registration platform to streamline the attendee sign-up process and monitor registration numbers regularly to gauge the success of your marketing efforts. It is important to offer different ticketing options and early bird discounts to encourage early registrations. When preparing for the event, make sure you design and produce event materials like name badges, agendas, signage, and promotional materials, and ensure all branding elements are consistent with your company’s identity.

These are some of the steps for planning a business event. If you consider organizing yours with us, our specialized team of Event coordinators will help you with all the necessary details – including Bucharest accommodation, catering, logistical and technical facilities – to make sure your event will be successful. For more information, you can find our contact details here.