An institutional ceremony is an event attended by representatives of public or private institutions or well-known figures in the areas of culture, politics and society. These types of events can have varying objectives and therefore require special skills when it comes to communication, public relations and protocol. Proper organisation, timing and minimising contingencies are absolutely essential, especially when dealing with institutional events that welcome attendees from several countries and/or cultures. Empirance boasts extensive knowledge in the organisation of institutional events, including charity dinners, award ceremonies, annual events and more, all in different countries around the world and building trust among clients from all kinds of institutions.
There are different types of institutional events depending on their objective and the profile of their organisers and attendees, the budget and any specific needs. These factors will determine if the event allows for more informality and flexibility or if it requires a more serious, rigid planning. At Empirance we have broad experience organising institutional events, and we also help to decide and design what type of event is best suited for each organization.
There is no institutional event that does not imply a strict protocol, which must be reflected in the precedence of the figures and symbols, the presidencies and the status of guests. The key to organising an event is to disseminate a specific image or message, fostering a conversation among guests and in the conventional or social media. At Empirance we take care of the protocol, attending to guests and their arrangement so that everything goes perfectly.
Institutional events are a perfect opportunity to discover incredible places that will provide institutions a massive opportunity to build a rapport with their guests. Whether the client proposes the event location or leaves it in our hands—or requires a more minimalist theme or a complete transformation of the space—at Empirance we take full advantage of the most exclusive locations. And remember, we cover all the related services (transport, reception, music, catering, accommodations, etc.). We’re experts in turning imagination into reality.
The details are key in determining how guests perceive an institutional event and in achieving the event’s objectives. These details include the location, facilities, decoration, accessibility, capacity and catering, among others. At Empirance we pay the utmost attention to detail: special food requirements for the catering, guest accommodation and transport, services such as mobile phone and computer charger adapters, cloakroom service and a plan B for everything that doesn’t go as expected.
Because they are hosted by an institution, these events must be serious and responsible, but that does not mean they can't be entertaining and interesting. For this reason, special attention must be paid to the guests with regard to the decorum expected at an event where different institutions and their representatives come together.
The extra level of seriousness at play in an institutional event does not mean that it cannot be guided by creativity. Ceremonies with a touch of originality bring freshness and dynamism that distinguish them from ordinary events. Surprising guests by making them participate in exclusive and unique experiences will leave a lasting impression and benefit the reputation of the institution.
At an institutional event, a commitment to quality—and sometimes luxury—is fundamental. Depending on the type of institutions involved and attending audience, guests will be more or less accustomed to enjoying high-end ceremonies. This is why quality must always come first when planning these types of events, from the location where it’s held to the food, decoration and technology.
Institutional events do not have to follow a rigid script, but they must have a lively rhythm that makes attendees enjoy what they are seeing without becoming bored at any time or spending the entire event with their eyes on the clock. This is made possible with a good programme, top-quality service and involving participants as much as possible.
When organising an institutional event, everything has to be under control (adhering to the programme, planned actions, etc.) and each detail no matter how small must be accounted for—these events are usually attended by figures from high society, the press and a public that is accustomed to formality and fine organisation.
It’s vitally important that the organisers know exactly who will be in attendance. Therefore, experience and familiarity with the sector are essential. At Empirance we have a team with proven experience and extensive training in organising institutional events. We work in a variety of countries and with attendees from different cultures, so we take personalised and excellent planning very seriously.