Corporate Event Planning - Tips for Choosing the Perfect Event Venue

Whether it's an intimate team-building retreat, networking events, meetings with potential clients, training sessions, company parties, or impactful product launch events, the process of planning a corporate event can be both exciting and daunting.

With its close proximity to Edinburgh, versatile reception rooms, expansive gardens, luxurious accommodation and bespoke dining options.

Gilmerton House is a popular choice for companies across Scotland and beyond, with a client list that has included the PGA Tour, NBC Sports, Diageo, the BBC and Soho House.

Here at Gilmerton House, we have hosted many successful corporate events. We understand the event planning process and the many decisions corporate event planners face.

Let's review some key considerations when choosing the perfect corporate event venue.

Identifying Your Event Objectives

First of all, it's important to clarify your event's purpose. The type of event you are planning will shape the venue choice, the ambience, and the layout. Our versatile rooms and spaces can be tailored to fit a variety of events, from formal meetings to casual team-building activities.

Staying Within Your Event Budget

Budgeting is an integral part of event planning. Here at Gilmerton House, we offer a range of packages to suit different budgets while providing high-quality services that exceed expectations.

Scheduling Date and Time

It's essential to secure your event's date and time as early as possible early to avoid last-minute inconveniences. At Gilmerton House, we can accommodate events on various dates and times, providing the flexibility you need.

Accommodating Your Guests

Guest numbers are a key consideration. Our luxurious and spacious rooms ensure that your guests will enjoy a comfortable experience, regardless of the event size.

Choosing an Accessible Location

Our location in East Lothian is a dream come true for event planners. We are conveniently located near major transport links, ensuring that your guests can easily access our venue.

Event Facilities

Gilmerton House includes an array of events facilities and services. We've got you covered from cutting-edge AV equipment to high-speed Wi-Fi and ample parking.

You and your guests will have exclusive use of Gilmerton House and its 1000-acre private estate.

Optional accommodation can be taken for up to twenty guests across ten double bedrooms
Optional use of Gilmerton Lodge, a charming cottage within the estate grounds with an additional three double bedrooms
Impressive 17th century oak-panelled banquet room that can seat up to fifty people for private dinners, meetings and receptions
Large ground floor dining room that can sit up to twenty people for a private dinner or meeting
Four additional multifunctional reception and breakout rooms
High speed fibre optic broadband throughout the property
Boardroom set up with use of 60’ smart TV monitor, flip charts, and Sonos sound system
Breakout facilities including billiards room, table tennis, grand piano, board games and yoga mats
BBQ grill, fire pits, garden games, 4km of woodland walking trails
Six acre lawn for team building activities and larger scale events, and helicopter landing access
Additional 450 sqm marquee footprint for corporate events
Use of our new 220 yd driving range and practice area with golf clubs and range balls provided
QR code access to our digital multimedia platform featuring a daily list of international newspapers, magazines, podcasts, and books
Brand new catering kitchen and private guest kitchen with Aga, Nespresso machine and wine fridge

Event Activities

The activities planned for the corporate event play a significant role in determining the suitability of a venue. It's not just about the capacity of the venue, but also about the functionality and flexibility of the space. Here are a few reasons why considering activities is crucial when choosing a venue:

Space Requirements - Different activities require different amounts of space. For instance, a team-building activity involving physical movement will need more space than a seated dinner or a conference.

Facility Requirements - Certain activities may require specific facilities or equipment. For example, if you're planning a presentation or a workshop, you'll need a venue with AV capabilities, such as a projector and a sound system.
Breakout Spaces - If you're planning workshops or smaller group activities, you might need separate breakout spaces.
Outdoor Space - If you're planning outdoor activities or want to provide a space where guests can relax outside, a venue with a garden or a terrace would be beneficial.
Accessibility - Depending on the activities planned, you may need to consider the accessibility of the venue, such as wheelchair access, for your attendees.
Atmosphere and Environment - The type of activity can influence the preferred atmosphere of the venue. A creative brainstorming session might thrive in a more relaxed, informal space, while a high-profile client meeting might require a more formal setting.

With a wealth of indoor and outdoor spaces, Gilmerton House is a wonderful location to try experiential corporate bonding activities. From clay pigeon shooting to mini highland games, whisky tasting to archery, the team at Gilmerton are happy to help curate your perfect stay away from the office.

Some of the optional activities we can help to coordinate for you include:

Archery
Clay Pigeon Shooting
Falconry Displays
Highland Games
Foraging Walks
Yoga Classes
Quiz Evenings
Christmas Parties
Lectures & Exhibitions
Private Concerts
Casino Nights
Whisky Tastings
Wine Tastings
Cookery & Cocktail Classes

Catering Options

Gilmerton House can help you to arrange catering options - from business breakfasts, and boardroom lunches to lavish corporate dinners and drinks receptions. Our catering partners will manage all of your food and drink requirements from the moment you arrive and throughout your stay with us.

To ensure you enjoy world-class produce from across Scotland, we have curated a panel of trusted local catering companies who will be able to tailor a list of menus according to the exact requirements of your event.

Choosing a venue might seem overwhelming, but keeping these considerations in mind will certainly simplify the process. With our luxurious surroundings, outstanding facilities, and dedicated team, Gilmerton House is the perfect choice for your next corporate event.

For more information about our event services and facilities, as well as floorplans download our Corporate Hire brochure.

If you would like to discuss how we can help with planning and hosting your event at Gilmerton House send us a message through our enquiry form.