Overview and context
Today, event locations are the linchpin for a wide variety of events. Companies organize meetings and conferences, workshops and seminars, as well as product presentations and corporate events in such spaces. Private celebrations - from anniversaries and weddings to birthdays - are also increasingly taking place in professional locations. Each of these occasions has its own requirements in terms of interior design and atmosphere. For example, conferences require clear seating, presentation technology and a quiet ambience, while company celebrations require a prestigious setting with space for entertainment and socializing.
- Meetings and conferences: Formal events with a lectern, screen and clear seating. Good technical equipment and functionality are crucial here, while the atmosphere remains more businesslike.
- Workshops and seminars: Interactive formats with group work or moderated discussions. Flexible table arrangements, presentation aids such as flipcharts and an open room design create the right learning atmosphere.
- Company parties and anniversaries: Festive occasions (e.g. summer parties or Christmas parties) often require a prestigious setting. Space for a buffet, stage or dance floor is combined with atmospheric decoration.
- Product presentations and trade fairs: These events usually require spacious exhibition areas or stage areas. Attractive lighting technology, media technology and sufficient free space are particularly important here.
- Private celebrations (weddings, birthdays): Personal celebrations also take place in event locations. In this case, the focus is on individual decoration and an inviting atmosphere.
This range of occasions shows that classic, static room concepts alone are often not enough. Convertible locations provide a remedy here. With movable partition walls and modular furnishings, a wide variety of room layouts can be created. A large hall can be divided into smaller units or opened up completely as required. Necessary technology such as lighting and sound equipment is often permanently installed or designed on mobile support systems so that conference or party lighting can be changed quickly. This saves planners time and money because they don't have to find a new location for every type of event. At the same time, this flexibility offers creative leeway: each event can be individually staged and equipped with suitable decoration and atmosphere.
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Requirements and challenges
The implementation of a multifunctional location brings with it special challenges.
Room concepts
Modern event locations rely on variable room layouts. With movable partition walls and flexible furniture, large halls can be quickly converted into several smaller areas or, conversely, combined into a spacious banquet hall. This allows event organizers to choose between different layouts depending on the occasion - be it row seating for a conference or groups of tables for workshops and discussion groups. A good location also offers several seating options (theater, parliamentary, U-shaped or block) on demand.
Technical equipment
A high-performance technical infrastructure is crucial. Permanently installed lighting and sound technology, which can be used flexibly for speeches and live performances, is just as much a part of the basic equipment as projectors, screens and large screens. Reliable WLAN and numerous power connections are standard today. The fixed equipment is often supplemented by mobile solutions, such as mobile spotlights, transportable monitors or modular video walls that enable a quick change of scene.
Decoration and atmosphere
Ideally, an event location should have a neutral basic design (uniform wall and floor colors) on which any decoration can unfold freely. Seasonal and themed elements (such as garlands, plant arrangements or light installations) can be added in a targeted manner. It is important that decorative items such as fabric panels, lanterns or banners are modular and easily interchangeable, so that the atmosphere for summer parties, Christmas celebrations, anniversaries or other occasions can be designed to suit the occasion.
Seasonal and organizational requirements
Events are never static - they are subject to external conditions and organizational requirements that need to be well thought out.
Seasonal adaptation
The requirements vary greatly depending on the season. In summer, ventilation, air conditioning and sun protection are key - large window fronts, high terraces or inner courtyards provide air and light. In winter, on the other hand, enclosed, heatable rooms, warm lighting and perhaps fire bowls or mushroom heaters outside provide comfort. A well thought-out location therefore has powerful heating and air conditioning systems as well as zones that are independent of the weather, so that events can take place in any weather.
Logistics and personnel
Behind a perfectly staged event is well-organized logistics. The shortest conversion times between changing formats require experienced teams and clear schedules. Sufficient storage space for seating, technology and decorations is just as important as reliable set-up and dismantling processes. Event venue operators often work closely with external service providers (catering, event technology, decoration) to ensure that every event - regardless of size and complexity - runs smoothly.
Recommendations and planning
When planning an event, changeability should be considered from the outset. Early coordination with the location and a clear concept create the basis for being able to react flexibly to any event.
Early needs analysis
First, organizers clarify the key data, such as the type and scope of the event and the general conditions. This involves defining the number of participants, the desired seating layout and the focus of the content. A precise concept forms the basis for any flexible room planning.
Room and layout planning
The perfect floor plan is then developed together with the location. Based on the room plan, various seating and stage settings are examined. A large room can be divided into several smaller areas using movable walls. Realistic time frames for set-up, event and dismantling are an important factor here.
Technical and decoration discussion
In this step, all the technical and design details are discussed. What lighting and sound system is needed, what presentation technology is required? The decoration is also planned: Color concepts, flower arrangements or special objects (logos or digital projections, for example). The venue often offers standard packages or network partners who provide support here.
Coordination and practical implementation
Cooperation with service providers
As external service providers such as catering or technicians are involved, their areas of responsibility should be clarified at an early stage. A good location will put you in touch with proven partners or take on the coordination. Important agreements are made regarding access, schedules and logistics routes. This ensures that all trades complement each other in a meaningful way.
Seasonal fine-tuning
Finally, the season is taken into account. A summer party requires different furniture and décor than a winter party. Depending on the season, the outdoor terrace, courtyard or glass fronts can be used differently. A rain or cold weather plan is defined during the planning stage to ensure that the event is a success whatever the weather.
Practical examples of adaptable interior design
For a summery company party, the location can use parts of the outdoor area - such as a terrace or a landscaped courtyard. The decoration plays with light, colors and plants: Airy tents, green plants and colorful fairy lights create a vacation atmosphere. Loosely arranged lounge furniture and bar areas as well as light food and chilled drinks lend the event a relaxed flair.
In the cold season, the focus is on coziness. Warm lights, fir greenery and festive decorations bring coziness into the room. Depending on the number of people, the seating can be arranged as a festive table or buffet. Candles, stars and winter fabrics emphasize the festive atmosphere. By removing partitions, for example, a suitable room size can be created for dinner and the show program.
An anniversary usually marks a special occasion and can be designed to be representative. The company's own colors or logos are often used here. The location should offer sufficient space for stage technology to hold speeches or shows and at the same time create space for a festive banquet. Decorative elements such as picture galleries or digitally projected chronicles can creatively stage the company's history.
For training courses and creative workshops, the focus is on functionality. Flexible furnishings (e.g. narrow tables on castors) allow for changing learning sets. Mobile walls or partitions provide space for presentation cards and posters. A good concept also allows for smaller group work - for example by dividing the room into project zones - and bright, motivating lighting.
Final classification
The importance of changeability for modern event culture can hardly be overestimated. Today's events demand individuality and a new wealth of ideas - they should offer memorable experiences. Convertible spaces allow event organizers to create new productions time and again without coming up against the limitations of a fixed location. Especially at a time when events are becoming more diverse (e.g. through combinations of face-to-face and digital elements), flexible locations are a key success factor.
Changeability also creates scope for creative concepts. It serves as a blank canvas for design and themes: A room can be transformed from a cool loft atmosphere into a colorful ballroom or an inspiring workshop studio thanks to modular design and applicable technology. Digital installations, art objects and changeable decorative elements can be recombined again and again. This not only enhances the experience for guests, but also contributes to sustainability, as furniture and technology are utilized to the maximum and decorative materials are used several times. To summarize: versatile event locations are an integral part of contemporary event culture. They offer companies and service providers alike the opportunity to creatively implement events all year round and in a wide variety of formats.
Locations of your choice in Frankfurt & Düsseldorf
Whether it's a creative workshop, strategic offsite or after-work get-together - at Place to be you'll find the right location to suit your needs. Here is a selection of our locations and offers that are ideal for all kinds of occasions:
Your Showdown Düsseldorf: Interactive location for energetic team events with a game character - ideal for creative challenges.
Each of our locations can be flexibly adapted to your requirements - for events that stick in your mind and strengthen team spirit.
