From summer parties to company anniversaries
Summer party, annual kick-off, company anniversary, or an evening together after an intensive business year: there are many occasions for company parties. To ensure everyone feels comfortable, the location should suit the goal, the number of guests, and the schedule. Here you will find the most important points for selection – from small teams to events with several hundred guests.
Which occasion, which format?
Before you enquire about locations, clarify three things: who should be there, how many guests do you expect, and what should the event achieve? At a summer party, informal exchange is the priority; at a kick-off or product presentation, a clear programme item is usually needed. An anniversary or customer event can combine both. This decision helps with room size, seating, technology, and catering.
| Timing | What’s coming up |
|---|---|
| 8 to 12 months before | Define occasion, goal, budget, and approximate number of guests; enquire about location. |
| 6 to 8 months before | Fix date and location; coordinate catering, technology, and rough programme. |
| 3 to 6 months before | Send out invitations, collect feedback, and finalise programme items. |
| 4 to 8 weeks before | Confirm guest numbers; finalise seating, menu, schedule, and technology. |
| Last 2 weeks | Check the schedule and brief everyone involved on set-up, admission, and responsibilities. |
| After the event | Gather feedback, close the billing, and note down ideas for the next corporate event. |
Popular dates and large formats should be requested early. If the date or day of the week is flexible, the choice increases. A rough schedule helps with planning: first the date, budget, and location, then the programme, catering, and technology. You can coordinate the details with the venue as soon as the number of guests and format are clearer. You can read about how to plan a company party step-by-step in our checklist for planning a company party.
Which hall size suits how many guests?
The room size shapes the atmosphere. A room that is too large quickly feels empty, while one that is too small makes movement, the buffet, and conversations difficult. Therefore, pay attention not only to the maximum capacity but also to how the space can be divided for the reception, dining, presentation, and dance floor.
Up to 50 people
For smaller teams, a restaurant with a separate room or a small event area is often sufficient. What counts here is a pleasant atmosphere, short distances, and an uncomplicated process.
50 to 150 people
At this size, the room should be adaptable to the number of guests. A partitioned hall area, a separate entrance, and an easily accessible cloakroom help the event feel self-contained and prevent guests from getting lost in a large hall.
150 to 500 people
From this point on, suitable infrastructure and clear processes count: such as space for a stage or presentation, sound, cloakroom, sanitary facilities, and sufficient parking spaces. At ARENA NOVA, Hall 4 is suitable for this range – 1,305 square metres, around 500 seats with banquet seating, and accessible via the central foyer. The wooden roof construction takes away the typical hall look from the room.
From 500 people
For large company parties, site events, or joint events for several companies, Hall 3 with around 800 seats for banquet seating and Hall 1 with up to 1,200 seats are options. At this scale, the event becomes a major production: catering, multiple serving points, technology, admission, and the schedule must be well-coordinated. Plan for sufficient lead time and clarify early on who will coordinate the individual areas.
Schedule and room layout
A good schedule allows enough room for conversation and keeps transitions short. For many corporate events, a simple structure works well:
Live music, a photo box, a short look back in pictures, an award ceremony, or a programme item that fits the company can work well. The key is that the programme connects the guests and doesn’t over-schedule the entire evening.
Be careful with mandatory games, karaoke, or quiz rounds where everyone is expected to participate in front of an audience without being asked. Instead, offer activities where guests can decide for themselves whether they want to take part.
Catering: what the location needs for it
Flying buffet, classic buffet, or a seated menu – the right form depends on the schedule. With a menu, everyone sits together and the evening is more predictable. A buffet brings movement to the room and facilitates exchange, but requires enough serving points. As a guideline, one buffet line per 80 to 100 guests is recommended to keep waiting times manageable.
Clarify vegetarian and vegan dishes as well as allergies early on. It is best to ask about special dietary requirements during registration and coordinate the number of menus with the catering team in good time.
At ARENA NOVA, you can choose between full-service catering and a version without staff support. Which solution suits your format can be clarified in the initial consultation and will affect the schedule and budget.
