Planning a corporate event in Berlin – the guide

Planning a corporate event in Berlin means bringing many individual decisions together into a coherent whole. Venue, schedule, catering, technical setup and entertainment all depend on one another, and each decision either narrows the next or opens up new possibilities. With a clear structure in place early on, the planning is more relaxed and the final decisions are better.

This guide sets out the most important planning steps for a corporate event in Berlin, whether it is a Christmas party, a product launch, entertainment at a trade fair or a summer party. The basic questions are much the same in every case: who is coming, where is it taking place, how much time is available, and what kind of programme suits the occasion?

The starting point: occasion and audience

Before discussing venue or programme, it is worth looking at the occasion itself. An internal Christmas party for the whole team has different requirements from a client event with invited guests from the industry. At internal celebrations, the shared experience usually comes first, and the programme can be entertaining and light-hearted. At client events, the impression you make often matters most. The programme should suit the brand and ideally give guests something to talk about that they still remember days later.

Group size also has a considerable influence on the choice. A small group of 20 to 50 people allows for a more personal, up-close programme. With several hundred guests at a trade fair or company anniversary, you need programme elements that work from a distance and can be repeated, so that as many guests as possible get to see them.

The programme as a common thread

Good entertainment is not something foreign to the running order, but a common thread that runs through the evening. Walking Acts are particularly well suited to bridging transitions, for example during the reception, during the changeover between the main programme and dinner, or during longer waiting times. An act such as the Festival Stilt AnimationView act → moves through the entire space and so also reaches guests standing further back or just arriving at the event.

For moments that call for more attention, such as after a welcome speech or before dinner, a compact stage programme focused on a fixed time and place works well. Here it pays off if the act needs little technical preparation and fits into the existing running order without the venue's technical setup having to be completely rearranged.

If you are looking for programme elements that also serve a practical purpose, Walking Acts that help direct guests are an interesting option: Arrow Men / Event GuidesView act → guide guests from A to B with humour, solving an organisational problem along the way – finding your way around large spaces or sprawling venues.

What to clarify in advance

Before making the actual booking, it is worth agreeing a few points internally. First: how much space is actually available for the programme, and is it free of fixed obstacles? Second: is the event taking place indoors, outdoors or both? This affects which acts are suitable in the first place. Third: is there a fixed time for the programme, or should it be spread over several hours? And fourth: who will be the contact person on site for the act, in case anything needs to be agreed at short notice?

These four questions can usually be answered before the first contact with a provider, and they save a great deal of time when it comes to the detailed arrangements.

How many guests does a Walking Act really reach?

That depends largely on the space and the layout. A Walking Act that moves freely through the room reaches considerably more guests over the course of the event than a stationary stage programme, though only for brief moments each time. If you want all guests to see the full programme at the same time, it is better to combine a walkabout element with a fixed stage moment.

Does an act need its own stage?

Not necessarily. Many programmes are designed to work in an open space without a raised stage. More important than a stage is usually enough clear space without trip hazards and, at outdoor events, firm, level ground.

How this guide is structured

The following pages go into individual planning steps in more depth: how to find the right programme for your occasion, what requirements the venue and schedule place on a programme, and what a sensible timeframe for decision-making looks like. Each page deals with a separate aspect of planning and refers to specific programme examples where appropriate.

At the end of each page, you have the option of sending a specific enquiry. With the key details of your event, you can usually get an assessment more quickly than research alone would suggest.