8 Factors to Consider When Looking for a Corporate Event Venue

8 Factors to Consider When Looking for a Corporate Event Venue

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Organizing an event involves several decisions, but the one that has the most significant impact on the outcome is selecting the right location and venue. The location and venue determine everything about the event, from the date to the catering options, speaker lineups, and the attendees’ experience.

Following the guidelines for selecting a corporate event venue outlined below can put you on the road to a successful and remarkable event.

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Be Aware of Your Objectives

The first process in preparing a corporate event is determining precisely what you want and what the venue can offer.

Ask yourself the following questions before you begin:

  • Which dates do you prefer?
  • What kind of amenities would you want?
  • What kind of production, audiovisual, and technical equipment would you like?
  • Finally, what kind of arrangement do you want for your space (do you need a table or a row of chairs?)

Some venues prefer offering their own catering service or people to assist with setup. For the venue to determine what they can offer you, you must first make up your mind about what you want.

To ensure that you have all of the information you need after each venue tour, ask the venue’s booking director many questions to ensure the venues you’re considering will fulfill all of your specifications.

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Consider Accessibility

Consider selecting a location that is conveniently accessible. Ensure that all participants, guests, personnel, and sponsors, including those with special needs, can easily access the venue. 

The majority of venues have taken this into account, so make sure that when you visit each one, the staff takes you around and shows you around so you can see how convenient the place is for everyone.

Budget-Friendly Venue Bookings

Keep in mind that your budget will considerably impact the type of venue you choose. You may be able to vary from your budget if the dates are flexible. Obtain venue quotes for various times of the week, month, and year to arrange your event in the most cost-effective period. 

The times when there is less demand are more likely to be cost-effective. For example, consider a mid-winter Wednesday compared to a warm Friday evening. Additionally, booking early will help you receive a better reservation cost.

Capacity

This is equally important to consider when selecting a site for your corporate event. But, again, this is vital to avoid creating an uncomfortable environment and having a disastrous event because the guests were dissatisfied—and, worse, this would harm your company’s reputation.

Furthermore, when deciding the capacity limit for your event’s location, keep in mind that any décor may take up space in the room. Corporate functions, such as exhibits, require floor space to ensure that booths and guests can fit comfortably inside the venue area.

Catering

Checking if a potential location provides facilities for food and drink is vital when picking a venue for workplace events since it will make any form of corporate gathering more convenient. In addition, it’s essential to double-check because not every corporate venue has such amenities.

If the venue does not have the necessary amenities, inquire if they can recommend any catering providers. Although many venues can serve food and drink, this is not always the case, particularly for small corporate gatherings such as intimate meetings.

Technical Specifications

Consider the technical components of your activity when reserving a venue. For example, do you need a screen and projector for a presentation? If so, is there a convenient space for a screen? Check to see if the location has a screen and projector built-in and the cost. 

You’ll almost certainly be expected to provide microphones for MCs, guest speakers, and other performers. Since there are numerous types of microphones available suited to different functions, work with an AV hiring provider that can meet your requirements.

Now, if the venue offers audiovisual equipment for hire and you intend to use it, make sure you run pre-tests to ensure the sound quality is what you require.

Available WiFi

If you’re providing training or seminars, having a reliable internet connection is something you should think about. Complimentary WiFi is required for participants to have online access to shared files or just interact in shared workspaces. Although most establishments offer free WiFi, it’s always good to double-check before thinking it’ll be available.

Attendees at a marketing event can use WiFi to post product offers, freebies, or the latest product features to social media channels, which helps to generate more engagement.

Parking

It is critical, especially for local attendees, to have a safe and secure parking area within walking distance of the venue. Other locations are next to a parking lot or garage where participants can leave their cars and be entirely safe for the duration of the event. In addition, you’d want to offer affordable parking to your visitors to ensure that they’d have a pleasant mood when entering the venue.

Final Thoughts

There are several things to consider when selecting a venue for your gathering. However, finding the right venue for corporate events can be tricky in general. Still, using the above factors as a guideline will make your planning less stressful and more comprehensive.

Keep in mind everything listed above, but more importantly, trust your gut. Bringing all of the different components together will result in the event that accomplishes what you desire.

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