Event planning is multitasking at its finest. From the decor to the menu, the guest speakers to the entertainment, there’s always a huge list of tasks to complete and decisions to make right through the planning process.
But of all the responsibilities you have, perhaps the most important decision you’ll make is choosing a venue for your corporate event. Quite simply, the venue sets the tone for your event right from the get-go, and it plays a huge role in determining whether your corporate shindig is a resounding success or a disappointing failure.
Because it’s such a crucial decision, choosing a corporate event venue can seem overwhelming. Check out our six simple tips to help you find the perfect space.
1. Know the Event Purpose
Before you can start comparing event spaces and facilities, the first thing you need to do is sit down and think about the type of event you’re planning. This will inform
everything from the venue you choose to the decor and any entertainment on offer, so it’s important to have a clear goal of what the event is meant to be.
For example, a banquet dinner and awards night has a completely different vibe to a meet-and-greet cocktail reception, and there are also very different requirements in terms of seating arrangements and layouts. It’s also important to consider the attendees and their expectations to make sure you choose a venue that matches the ambiance you want to create.
2. Location Matters
The right venue for your corporate event should be easily accessible for everyone who’s coming. Not only should it be close to public transport if possible, but private parking on-site is another big plus. If some guests are flying in from interstate or overseas, will they be able to make their way to the venue from the airport or their accommodation with a minimum of fuss?
In some situations, the location of your venue relative to the attractions on offer nearby is also important. For example, if your event will be wrapping up at the end of the business day or in the early evening, you might want to encourage attendees to head out and enjoy some of the best local restaurants — and if those restaurants are within easy reach, they’ll be more inclined to do exactly that.
3. Consider Capacity
Any venue you consider will obviously need to have enough capacity to hold all of your guests. However, it’s also essential that you don’t over-cater. If you hold your event in a space capable of holding twice the number of guests in attendance, the atmosphere will seem quite stale and lifeless.
4. Make Sure the Venue Has All the Essentials
When you’re choosing a venue for a corporate event, practice makes perfect. Of course, the essential features for your big bash will vary depending on the occasion. Factors you may need to consider include:
- Is there a stage for speeches and presentations?
- Is there an AV system?
- Are there flexible seating layouts available?
- Does the venue have a dancefloor?
- How many bathrooms are available on-site?
- Is there any outdoor space available?
Answering these questions will help you work out whether a venue has what it takes to satisfy your needs.
5. Catering is Crucial
Food and drink are crucial components of any event — we always remember them when they’re done right, and never forget when the refreshments miss the mark. Many venues offer their own catering, which is undoubtedly convenient, so compare the packages available and how much they cost.
If you’ll be bringing in your own caterers, check what facilities are available at the venue (e.g., a professional kitchen) to help them go to work. It’s also worth checking to see whether the space manager has a list of preferred caterers, as this can help the process run much more smoothly.
6. Check Out the Event Venue in Person
It’s easier than ever before to research and book corporate event venues online. But even though this is undoubtedly convenient, you should never book any venue without first seeing it with your own eyes.
Online research is wonderful to help you narrow down your options and find out what key facilities are on offer in any event space. But the only way to know whether a venue is right for your needs is to visit in person and examine it from top to bottom.
This will allow you to check how accessible a venue is, run your eye over all the facilities it offers, and assess the professionalism and competence of venue staff. Most importantly, it’ll let you work out whether the space has the right mood and ambiance for your brand, which is essential if you want to leave a lasting impression on everyone who attends.
Start Searching For Your Corporate Event Venue
Now that you know how to choose the right venue, it’s time to start searching. Save this post so you can refer to it easily when comparing event spaces.