Corporate & Institutional Event Planning
We manage every part of your corporate or institutional event, from vendor coordination and logistics to technical setup and decor, so you only need to deal with us.
Pricing Guide
Tech-Enabled Conference AV & Stage Package
Visual & Tech Hardware
- Main LED Wall: High-definition LED Video Wall (P3/P4 Pixel Pitch) serving as the main stage backdrop. Dimensions approx 10ft x 8ft or 12ft x 8ft. Includes video processor.
- Digital Welcome Kiosk: One vertical LED standing display for guest welcome messages, agenda display, or directional signage.
- Audio System: Professional PA system including 2-4 speakers (JBL/RCF equivalent), stage monitor, digital mixer, 2 cordless mics, and 1 podium mic.
Stage & Fabrication
- Stage Setup: Riser/Platform creation up to 16x12 ft, fully carpeted with masking skirting.
- Console & Masking: Black masking for the tech console area to hide wires and technicians.
- Podium: One acrylic or wooden podium with custom company branding (vinyl sticker).
Manpower & Logistics
- Technical Team: One AV console operator for slides/video and one sound engineer.
- Logistics: Equipment transport within city limits plus setup and dismantling crew.
Large-Scale Annual Day & Ground Event Production
Heavy Infrastructure & Audio
- Trussing System: Aluminum Box Truss setup (Goal-post or Box structure) up to 40ft width to mount lights and fly sound systems.
- Concert-Grade Sound: Line-Array Audio System designed for open grounds (500+ pax) including 4-8 Tops, 4 Subs, Stage monitors, and complete microphone kit.
- Power Backup: One 62.5 kVA Silent Diesel Generator (Fuel extra) to ensure uninterrupted power.
Lighting & Effects
- Intelligent Lighting: Package of 16-20 LED Par Cans for stage wash and 4-6 Moving Heads (Sharpies) for beam effects.
- Special Effects: Smoke/Haze machine for visibility and cold pyro (sparklers) for finale moments.
Decor & Seating
- Stage Decor: Floral runners along the stage edge and a themed flex backdrop mounted on a wooden frame.
- Entrance Arch: Standard balloon or floral arch at the venue entry.
- Guest Seating: Provision of up to 300 plastic armless chairs with white covers and ribbon bows.
Corporate Gala & Networking Night Decor
Entertainment & Tech
- LED Dance Floor: A 16ft x 16ft Pixel LED Dance Floor capable of displaying graphics, patterns, and text.
- DJ Service: Professional Corporate DJ for a 4-hour set, including console and dedicated sound system.
- Party Lighting: Truss-mounted or T-Stand lighting setup focused on the dance floor, including lasers and strobe effects.
Venue Styling & Ambiance
- Table Centerpieces: Elegant floral or crystal centerpieces for up to 15 round tables.
- Photo Op Zone: A dedicated 8x8ft thematic photo booth backdrop (e.g., Hollywood or Brand Custom) with quirky props.
- Entrance Decor: Red carpet entry with a floral welcome board and focus lights.
Coordination
- Event Supervisor: One dedicated manager to coordinate the flow between the DJ, catering, and speeches.
About Corporate & Institutional Event Planning
Be a Guest, Not the Organizer
I want you to actually enjoy your own event. When your company or institution has something big coming up, you can count on me to handle the messy bits. You just focus on your people and your goals.
What I Take Care Of
- Big conferences, small team parties, campus fests - I’ve done them all. From school annual days to serious business seminars, I know how different these events feel and I try to match that vibe.
- Corporate gala dinner planning, award nights, product launches, graduation ceremonies - I’ve got a playbook for each, but I always tweak it for what you need.
End-to-End Management
- You only need to talk to me - I’ll handle the rest.
- I deal with caterers, photographers, decorators - the full vendor management for company events.
- Conference logistics support? Sorted. I look after transport, on-ground staff, whatever your guests might need.
- Technical setup for seminars is part of the package. From lights and sound to building a stage that actually looks good on camera.
Atmosphere Matters
- I love changing a basic hall or outdoor lawn into something that feels special. Custom decor, lighting, flowers - you name it.
- Stages and LED screens for presentations, live feeds, or a big splash - it’s all doable.
- If you want something modern, like digital welcome kiosks, I can set that up for a smoother guest experience.
I won’t say every event is perfect but I do care about getting it as close as possible.
Meet your Expert
Vaatika Events
My Story
Hey, Sowmya here from Vaatika Events. I just love seeing folks enjoy their big day without a worry. Our motto? 'Be a guest in your own Event' – and we mean it. Nothing beats the look on a bride’s face when she’s all smiles. Whether it’s a fancy outdoor stage or a simple bridal pooja at home, we go all in. Bringing your ideas to life – that’s my jam.
My Work
All-in Event Planning & Management - We handle weddings, sangeet, birthdays, baby showers, corporate and school events, plus catering, lights, sound, and photography.
Stress-Free Event Management - We take care of every detail so you can just kick back and enjoy with your family.
Customized Decor for Every Style - From traditional chappra decoration to chic outdoor stage decor, we create what you imagine.
