Your own premises as an event venue: it works, but takes preparation

Cost saving. No rental costs for an external venue. You can invest that budget in a stronger programme, better catering or impressive technology. At larger events this soon amounts to thousands of euros.

Tax benefit via the WKR. A staff event at your own workplace falls under the targeted exemptions of the work-related costs scheme (the WKR). That means you don't have to count these costs against your free margin. At an external venue you do fall within the WKR.

Authentic experience. Your own venue is unique. Nobody else has the same space, the same view or the same atmosphere. Guests remember the moment they walked through your production hall or stood on your roof terrace.

Maximum control. You know the space, the possibilities and the limitations. You don't have to take other tenants or the strict house rules of an external venue into account.

Hosting an event at your own venue sounds simple, but it comes with surprisingly many challenges. Your office is designed to work in, not to host an event in.

Facilities. Think of enough toilets for your number of guests, a professional kitchen (or external catering) and enough power connections for light and sound.

Accessibility and parking. Your employees know the route, but your guests may not. Provide clear directions, signage and enough parking.

Permits. Depending on the type of event, you may need an event permit, a noise exemption or permission from your landlord.

Safety. An event is subject to different safety rules than everyday use. Think of escape routes, fire safety, first-aid provisions and security.

The key to a successful event at your own venue is transformation. Your guests should feel they're somewhere special, not just at the office.

Start with the walking route. How do guests come in and what do they see first? Create a wow moment at the entrance with a reception area that has nothing to do with the everyday lobby.

Use light, sound and decoration to transform the space completely. A good lighting plan turns a dull office space into an atmospheric event venue. Projections on walls, strategically placed lighting and the right music work wonders.

Think about the layout too. Create different zones for different moments: a reception area, a plenary space, a dining area and possibly a party space. That way the event feels like a journey through your own building.

Although you save on venue rental, an event at your own venue does involve costs. The main cost items are catering, technology (light, sound, video), furniture, decoration, sanitary facilities and any marquee structures.

For a professional event at your own venue, budget on €50 to €150 per person. The exact amount depends on the programme and production level.

The big difference lies in the WKR. An event at your own workplace is tax-exempt. At an external venue the costs count against your free margin, and on exceeding it you pay an 80 per cent final levy. For a company with 200 employees, that can make a difference of tens of thousands of euros.

At Live Impact we have extensive experience in organising events at company venues. We know exactly how to transform an office, factory, warehouse or outdoor site into a professional event venue.

We always start with a venue scan. We look at the possibilities and map out the limitations. Then we develop a concept that suits your space and your objective. From technical production to catering, from entertainment to hospitality: we arrange it all.

An event at your own venue is personal and unforgettable. But it calls for a professional approach. At Live Impact we take that off your hands.

Call us on 085 401 40 14 or email hello@live-impact.nl. You can also send a brief via live-impact.nl/briefing. Then we'll discover together what's possible at your venue.

Seriously fun.