Temporary Corporate Event Space: A UK Planning Guide

Planning a corporate event often means working around the limitations of an existing venue. A large conference hall may have plenty of floor space but too few meeting rooms, unsuitable breakout areas or limited opportunities for branded presentations.

A temporary corporate event space offers a practical way to create dedicated environments for meetings, exhibitions, presentations and business activities without necessarily requiring a different venue.

With modular inflatable structures, organisers can transform open indoor areas into more purposeful spaces.

This guide explains the available options, how to select suitable structures, what to check before installation and when hiring or purchasing makes commercial sense. It also explores how Optix Inflatable Structures can help create flexible corporate environments.

What Is a Temporary Corporate Event Space?

A temporary corporate event space is a removable environment created for a specific business event, campaign or programme. It may operate for a single conference, a multi-day exhibition or a series of corporate activities.

Unlike a permanent meeting room, a temporary space can be selected and positioned according to an event's particular requirements.

However, temporary corporate space does not always mean constructing an entirely new venue.

For many indoor events, the more useful approach is to create rooms within an existing venue.

For example, an exhibition organiser might have access to a spacious hall but need several enclosed meeting areas, a branded presentation zone and separate places for individual discussions.

Inflatable structures can help divide that hall into distinct functional areas while retaining flexibility in the overall layout.

Temporary Event Spaces Versus Conventional Venues

Traditional corporate venues provide established rooms, services and visitor facilities. They may be suitable when their existing layout already matches the event programme.

Temporary structures become relevant when those facilities need to be supplemented or adapted.

Consideration	Conventional Venue Rooms	Temporary Inflatable Spaces
Room configuration	Usually determined by existing architecture	Selected around the event's requirements
Branding	Subject to venue restrictions	Structure-specific branding options
Placement	Limited to existing rooms	Positioned within suitable available areas
Meeting capacity	Dependent on permanent room layouts	Dependent on selected structure and approved layout
Installation	Existing facilities are generally ready to use	Requires planning, installation and removal
Flexibility	Depends on venue design	Different structures can serve different event functions

The right choice depends on the event rather than the appearance of the structure alone.

A venue with excellent permanent meeting facilities may need very little additional infrastructure. Another venue might benefit considerably from several temporary breakout spaces.

Where Temporary Corporate Event Spaces Add Value

Different corporate activities place different demands on a venue. The most effective temporary layouts begin with the activities participants need to complete.

Conferences and Business Summits

Large conferences frequently combine keynote presentations, networking opportunities and smaller breakout sessions.

A main auditorium may accommodate the principal programme while temporary meeting rooms support workshops or specialist discussions.

Rather than directing delegates to distant parts of a building, organisers can consider creating additional rooms within a suitable area of the main venue.

This approach still requires careful planning of movement, noise, accessibility and emergency arrangements.

Exhibitions and Trade Shows

Exhibition spaces often bring together product demonstrations, commercial negotiations and conversations requiring more separation from surrounding activity.

Inflatable meeting pods and partitions can create dedicated zones for these purposes.

For example, an exhibitor might use a branded meeting pod for scheduled appointments while a larger open space supports demonstrations.

The structure should complement the exhibition layout without obstructing neighbouring exhibitors or established circulation routes.

Corporate Product Launches

Product launches may require presentation areas, demonstration zones and distinctive branded environments.

Inflatable cubes and domes provide alternative architectural forms for these applications, subject to venue suitability.

Branding, lighting and presentation equipment should be considered together rather than treated as unrelated additions.

Executive Meetings and Recruitment Events

Smaller corporate events may need individual interview rooms, temporary boardroom-style arrangements or spaces for private business conversations.

Inflatable office pods can provide visual separation within larger indoor venues.

However, visual separation should not be confused with guaranteed soundproofing. Where conversations involve confidential information, organisers should assess the actual privacy requirements before choosing a structure.

Choosing the Right Optix Structure

Optix offers several inflatable products suited to different corporate applications. The appropriate selection depends on the intended use, number of people, venue dimensions and operating requirements.

Inflatable Office Pods for Smaller Meetings

Optix inflatable office pods are designed for indoor meetings, interviews, breakout sessions and related professional applications.

The published range includes four standard models.

Office Pod Dimensions	Published Seated Capacity	Published Usable Floor Space
3 × 3 × 2.5m	4 people	4.5m²
3 × 4 × 2.5m	6 people	6m²
4 × 5 × 2.5m	10 people	12m²
5 × 6 × 2.5m	16 people	20m²

These figures come from Optix's published specifications. Actual suitability depends on furniture, equipment, access and the approved event layout.

An important distinction is that the nominal external dimensions and published usable floor space are not identical. Organisers should avoid calculating practical seating capacity simply by multiplying the product's external length and width.

Depending on the selected model, available options include flooring, glazed door systems, lighting and temporary branding.

Roofless office pod designs may also be considered in venues where maintaining visibility of existing ceiling features is desirable.

Inflatable Walls for Flexible Zoning

Not every corporate activity requires a completely enclosed room.

Optix inflatable walls provide modular partitions that can help divide larger indoor spaces into more manageable areas.

Applications include:

·        Creating separate breakout and meeting zones.

·        Dividing conference plenary and exhibition areas.

·        Defining registration or reception spaces.

·        Forming internal walkways and corridors.

·        Establishing branded backdrops and presentation areas.

The official detailed specification range includes wall sections of 1, 2, 3, 4, 5 and 10 metres in length, with a published height of 2.5 metres.

Sections can be linked to create different configurations, making them relevant where organisers must work around venue features such as columns.

The structure's arrangement, access points and suitability for the venue should be agreed before installation.

Inflatable Domes and Cubes for Larger Corporate Environments

For events requiring more substantial temporary structures, Optix offers inflatable domes and cubes.

Inflatable domes are available in a published diameter range of 6 to 24 metres.

They can be considered for corporate presentations, exhibitions, hospitality environments and registration areas where the selected model fits the venue and event requirements.

Inflatable cubes offer a more angular architectural form, with a published range extending from smaller 6-metre designs to structures measuring 15 × 25 metres.

Their applications include branded exhibitions, presentations and product launches.

Choosing between a dome and a cube should involve more than visual preference.

Organisers should compare the required floor arrangement, structure dimensions, height, presentation format, access and available technical services.

A large structure is not automatically the better choice if a smaller configuration meets the event's actual needs.

Panoramic and Pyramic Spaces for Roofless Indoor Layouts

Some corporate venues have overhead features that affect the suitability of enclosed temporary structures.

These may include building services, decorative ceiling elements or venue-specific restrictions.

Optix has documented the use of roofless Panoramic and Pyramic inflatable meeting spaces in an existing indoor hall.

These designs can create defined meeting environments while leaving the upper area open, subject to the venue's requirements.

Roofless structures should not be assumed to provide complete acoustic separation. They may be visually effective room divisions, but organisers must consider sound transfer between simultaneous sessions.

Planning Floor Space and Delegate Capacity

Selecting the right temporary conference space begins with understanding how the area will be used.

The number of attendees matters, but it is only one part of the calculation.

A room arranged for classroom-style training has different requirements from a meeting room with a central table or a presentation area with standing participants.

Start With the Intended Activity

Before selecting a structure, establish whether the space will be used for:

·        Seated presentations or training.

·        Boardroom-style discussions.

·        Interviews or smaller meetings.

·        Exhibitor demonstrations.

·        Registration and visitor reception.

·        Networking or hospitality.

Each arrangement changes the amount of space occupied by furniture and equipment.

For example, a meeting with a large table may need additional chair clearance, while a presentation room may require space for screens, technical equipment and a presenter.

Measure the Space Available, Not Just the Hall

The total floor area of a venue is not the same as the area available for temporary structures.

Existing installations, columns, emergency routes, service areas and other exhibitors may restrict the usable footprint.

Organisers should ask the venue for an accurate floor plan and identify:

1.     Areas where temporary structures may be positioned.

2.     Required access and circulation routes.

3.     Available ceiling height and overhead restrictions.

4.     Existing building services and fixed obstacles.

5.     Space required for installation and technical equipment.

Practical planning principle: Start with the usable venue layout, then select structures that fit it. Avoid choosing a product based on its nominal dimensions and attempting to solve every access or operational issue afterwards.

Do Not Confuse Product Capacity With Approved Occupancy

A manufacturer's published seated capacity is a useful reference, but it does not establish the permitted occupancy of every proposed installation.

Final arrangements must account for furniture, accessibility, circulation, emergency planning and any applicable venue restrictions.

Where the configuration is complex, the organiser should obtain appropriate professional and venue approval.

Venue Requirements Before Installation

Temporary event spaces must work within the physical and operational conditions of the venue.

An attractive design is of limited value if it cannot be transported into position, installed safely or operated alongside the rest of the event.

Ceiling Height and Overhead Services

Check the available clearance above each proposed structure.

Venue features may include lighting, suspended equipment, sprinkler systems, rigging installations and decorative elements.

The selected structure must be appropriate for those conditions, and its position should be approved by the relevant venue representatives.

Roofless designs may be useful in certain circumstances, but they do not automatically resolve every overhead restriction.

Access Routes and Installation Logistics

Consider how the structure and any associated equipment will reach its intended location.

The route from the loading area may involve doors, lifts, corridors or areas shared with other contractors.

Planning should cover equipment access, installation windows, working space and removal arrangements.

A suitable final location does not necessarily mean the installation route will be equally straightforward.

Electrical Supply and Inflatable Technology

Inflatable structures do not all use the same inflation method.

Optix describes three approaches in its inflatable technology options:

Air Flow: This system uses a continuous supply of air from integral fans and requires ongoing electrical power.

Sealed Frame: The structural frame is inflated using suitable equipment and does not require continuous running power after inflation.

Air Beam: This approach combines design characteristics of air-supported and sealed-frame systems.

The technology and its operating requirements must be confirmed for the actual structure being supplied.

Organisers should establish the power requirements of the inflatable structure separately from the needs of presentation equipment, lighting and other services.

Fire Safety, Accessibility and Venue Approval

Changes to an existing venue layout may affect circulation, evacuation routes and the operation of building services.

The Health and Safety Executive's event planning guidance highlights the importance of risk assessment, competent contractors and clearly assigned responsibilities.

For applicable large places of assembly in England, the Government also provides fire safety risk assessment guidance.

Organisers should review relevant requirements with their venue and competent advisers rather than assuming that a removable structure is automatically exempt from safety obligations.

Installation and Event Fit-Out: Understanding the Difference

One common planning mistake is treating the inflation of a structure as the completion of the event environment.

The two are not necessarily the same.

A temporary corporate room may also require flooring, doors, furniture, electrical connections, audiovisual equipment, graphics and operational checks.

The final installation programme should reflect all the work needed before attendees can use the space.

Coordinate the Different Suppliers

For a complex event, responsibilities may be divided between several parties:

Workstream	Planning responsibility
Venue preparation	Available area, access, existing services and venue permissions
Structure installation	Positioning, inflation and structure-specific requirements
Flooring and furniture	Agreed layout and practical occupancy
AV and electrical systems	Equipment positioning, connections and cable management
Branding and signage	Approved graphics, visitor information and wayfinding
Safety and operational checks	Relevant assessments, responsibilities and final readiness

Actual responsibilities should be confirmed contractually for each event rather than assumed from this example.

The HSE's guidance on managing an event also emphasises the need to share relevant safety information and coordinate contractors.

Allow for the Complete Installation Sequence

The event schedule should account for contractor access, preparation, installation, fit-out, testing and handover.

Do not assume that a published product inflation or set-up time represents the entire installation programme.

The complete duration depends on the product, venue, configuration and additional services.

Real Project: Ten Temporary Meeting Spaces in Vienna

A documented Optix project in Vienna demonstrates how inflatable structures can be used to create multiple corporate meeting environments inside a large existing hall.

The project involved ten inflatable meeting spaces, with individual spaces intended for classroom-style sessions accommodating up to 100 seated participants.

The venue had approximately 2,500m² of usable floor area, together with several structural columns and a high ceiling.

Rather than installing conventional permanent rooms, the project used:

·        Five 14-metre Panoramic structures.

·        Five 12-metre Pyramic structures.

The configuration allowed the hall to be divided into distinct meeting environments.

Working Around Existing Venue Restrictions

The installation had to accommodate the building's sprinkler arrangements and other venue requirements.

According to the official Optix project account, roofless structures were selected because of the venue's safety restrictions.

The structures were also supported using approved overhead rigging arrangements specific to that project.

These details illustrate why temporary event-space planning must begin with the actual venue rather than an assumed standard configuration.

Coordinating the Complete Meeting Environment

The meeting spaces also required carpeted areas, audiovisual equipment and furniture.

Other suppliers were responsible for elements of the event fit-out, making installation sequencing an important part of delivery.

The project demonstrates an approach to creating multiple dedicated meeting areas while accommodating building features and coordinating different services.

It does not establish that the same design, occupancy or technical arrangements will be suitable for every venue.

Read the full Optix Inflatable Meeting Spaces case study.

Should You Hire, Purchase or Choose Managed Purchase?

The decision between hiring and buying a temporary corporate event space should be based on the expected frequency of use, branding requirements and operational responsibilities.

Hiring for Individual Events

Hiring an inflatable structure may be appropriate when the requirement is associated with a particular conference, exhibition or corporate event.

Hiring can allow organisers to select a structure for the current brief without committing to ownership.

The quotation should clarify what is included, such as transport, installation, removal, accessories and any agreed branding.

It is also important to confirm availability for the required dates.

Purchasing for Repeated Use

Buying may deserve consideration when a business expects to use a structure regularly.

For example, a company planning recurring internal events or a repeated exhibition programme may value consistent structure dimensions and branding.

Ownership also introduces responsibilities, including appropriate storage, maintenance, transport and installation planning.

These ongoing requirements should form part of the purchase decision.

Managed Purchase for Corporate Roadshows

Optix also offers a Managed Purchase service.

This option is intended for customers who want to own their inflatable structure while Optix supports operational activities including storage, logistics, installation, removal, cleaning and maintenance.

It can be relevant to brands operating a series of events or roadshow installations.

Procurement Route	Best Considered When	Main Questions
Hire	Requirements are event-specific or changing	What is included, and is the structure available?
Purchase	A structure will be used repeatedly	Who will store, maintain and install it?
Managed Purchase	Ownership is desirable but operational support is needed	Which services are included and under what terms?

There is no universally cheapest route.

A meaningful financial comparison should include the full project requirements, frequency of use and agreed services rather than relying only on an initial hire or purchase figure.

What to Include in a Corporate Event Space Enquiry

The more clearly you define the project, the easier it becomes to identify suitable structures and obtain a useful quotation.

Before contacting a supplier, prepare the following information.

1. Venue and Event Details

Provide the venue name, location, event dates and proposed installation and removal windows.

Explain whether the space will be inside an existing hall and identify any known venue restrictions.

2. Floor Plans and Available Dimensions

Share an accurate floor plan, available area and ceiling height.

Mark columns, fixed equipment, exits, access routes and other important constraints.

3. Intended Use and Attendance

Specify whether the structure will be used for presentations, meetings, interviews, exhibitions or other activities.

Include expected attendee numbers and preferred seating arrangements.

4. Equipment and Technical Requirements

Identify furniture, screens, microphones, lighting, networking and other equipment that must fit within or around the structure.

Describe available power and any known electrical limitations.

5. Branding Requirements

Explain whether temporary graphics, colour lighting, printed covers or another available branding approach is required.

Where relevant, provide campaign artwork requirements and confirm any venue restrictions on signage or lighting.

6. Preferred Procurement Route

Indicate whether you are considering hire, purchase or managed purchase.

If the structure will be reused, describe the expected frequency and locations.

With this information, a supplier can discuss the practical suitability of different options rather than relying on a general product description.

Conclusion

A successful temporary corporate event space should support the purpose of the event, fit the available venue and provide a practical environment for the people using it.

Inflatable office pods can serve smaller meetings, modular walls can define separate zones, and larger domes or cubes may suit presentations and branded corporate activities.

However, the best solution depends on more than structure size or appearance. Venue dimensions, safe access, electrical requirements, installation sequencing and the intended room layout all influence the final decision.

Planning a corporate event inside an existing venue? Explore Optix's corporate event structures or contact the Optix team with your floor plan, event dates, delegate numbers and technical requirements to discuss an appropriate solution and request a tailored quotation.

Frequently Asked Questions

What is a temporary corporate event space?

A temporary corporate event space is a removable environment used for business activities such as meetings, conferences, exhibitions or presentations. It may be created inside an existing venue using modular structures and partitions.

Can Optix create temporary meeting rooms inside an existing conference hall?

Yes. Optix offers inflatable office pods, modular walls and larger meeting structures for suitable indoor venues. The selected configuration depends on the available dimensions, intended use and venue requirements.

Which inflatable structures are suitable for corporate breakout sessions?

Smaller breakout sessions may suit inflatable office pods, while inflatable walls can help create separate meeting zones. Larger roofless configurations may be appropriate for more substantial group sessions, subject to the venue and project requirements.

How should organisers choose the size of a temporary event room?

Begin with the intended activity, expected attendance, seating arrangement and technical equipment. Compare these requirements with published structure dimensions and usable floor space, then confirm the layout with the supplier and venue.

Can temporary corporate event spaces include company branding?

Yes. Optix offers structure-dependent branding options, including temporary applied graphics, printed solutions and colour-selective lighting. Availability depends on the selected product and project requirements.

What information should I provide when requesting a quotation?

Provide your venue location, event dates, available dimensions, floor plan, intended activities, expected attendance and technical requirements. Include any preferred structure, branding needs and whether you are considering hire or purchase.