How To Book Venues For Corporate Events: 5 Vital Factors To Consider

Speakers and session timing are two things most managers focus on when planning a corporate event. After all, they are crucial to the success of the meeting or incentive. But selecting the right place is equally essential. A well-chosen venue can lead to an amazing networking experience, and a poorly-chosen venue can turn into a meeting with everyone looking out the front door.

A corporate event venue should only be selected after diligent consideration of the pros and cons, much like a wedding reception venue. These are the top 5 factors to consider when choosing a venue for your training, meeting, exhibition or workshop.

  • The space

When reviewing a location, take a close look at the space and layout. Do you meet the requirements of the event? To find the answer, ask the following:

  1. Is there a capacity limit?
  2. How flexible is the floor space?
  3. Can the rooms be changed if necessary?
  4. Will you have full use of the place?
  5. Will other events be held simultaneously?

A fundamental element to check is the seating capacity of the main room. There’s no use reserving a seat for 200 people when only 60 attend. The conference will look under-attended and leave a bad impression on sponsors and delegates. Another aspect is to take a look at the outdoor spaces. Terraces, lawns, gardens, and patios are often the areas where people interact. Make sure the venue has enough and is available for your use.

Break rooms, stages, and a separate section for sponsors are some additional things to ponder. The easiest way to move forward is to talk to the venue manager. They will be able to accommodate almost every need in one way or another, even if it is not apparent.

  • Accessibility

Most meetings and conferences take place in remote locations. It means that the place must be near the airport, train station or some central transportation hub. Only then will delegates be able to reach it easily without facing any problems, creating a great first impression. The direct connection with the main highways is an important feature; the other is parking. There should be ample space for parking transport. If there isn’t, find the answers to:

  1. Can alternative parking arrangements be made?
  2. Will there be additional costs related to this?
  3. Is it necessary to reserve transportation for attendees, such as a taxi or a bus?

In case the event is local, try to select a location that is close to the office, if a large attendance is needed. If the goals are a change of scene, choose a site that is as far away from the office as possible.

  • The package

A place that offers a clear picture of prices is always the best option. Therefore, when requesting a quote, make sure it is detailed. For this, discuss all event activities with the venue manager. It will help provide all of the likely fees and costs associated with the entire event. Things to ask are:

  1. What is the venue fee including service and taxes?
  2. Is there a charge for assembly and/or disassembly?
  3. Is there a charge for linens, tables or chairs?
  4. Is there a minimum on food and drinks?
  5. Is wifi and audiovisual equipment included?
  6. If not, what is the additional charge?

When comparing two places, be sure not to compare an all-inclusive quote with a partial quote.

  • The atmosphere

The atmosphere and décor of a venue are intangible factors that can set or break the tone of an official meeting. For example, if the event is about brainstorming a new product, the atmosphere should be bright, fun, and inspiring. On the other hand, having a professional image will not be conducive to pumping creative juices. Therefore, consider the decoration of the place. Little things like lighting and furniture and highlights like architecture all contribute to building a personality.

Based on the need of the event, select a location that invokes a similar response. An awards ceremony will be best suited in a venue with a sophisticated style. A decisive meeting will ideally take place in an elegant venue. One last piece of advice is to pay attention to the acoustics. Noises and sounds from nearby places or roads can ruin even the most impressive sites.

  • Comfort

For corporate events, it provides all the comforts. Therefore, it is imperative to find out what services are included in the package. The questions to ask are:

  1. Can there be special catering involving dietary requests?
  2. Are flower arrangements included?
  3. Notepads and pens, audiovisual services, and IT support provided
  4. Are the staging, lighting and decoration of the event internal or not?
  5. Will guests be catered for with ticketing, transportation, and sightseeing?

Any additional service provided by the venue is one less chance of a mishap occurring. Always choose a site that offers at least some of them.

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