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How to Select the Perfect Venue For Your Next Corporate Event

How to Select the Perfect Venue For Your Next Corporate Event

How to Select the Perfect Venue For Your Next Corporate Event

Choosing the right venue can make or break your corporate event.

A great location helps all of the other elements of your event fall into place.Easier planning is good for you and your business.. This is why finding the right event venue should be your first priority when planning a corporate event.

Here are some quick ways to know you’ve chosen the perfect venue for your next big corporate event.

Does the Venue Fit the Event Budget?

The first step when selecting a venue for your event is budgeting. This might not be a specific amount but rather a range. Set a lower range for what you would ideally like to pay with a buffer for the highest you can go.

You can use a spreadsheet or software to keep your budget organized. We recommend using different columns for each of your expenses. Make a list of costs for things like audio-visual equipment, catering, venue rentals, WiFi coverage, cleaning, etc. You’ll also need to read the fine print when signing with the venue, so that you can understand payment terms, liability issues and more.

How Accessible is the Location?

Accessibility is very important, especially when planning large corporate events. How far away is the venue from nearby train stations and airports? Can it be easily found by people who aren’t familiar with the local area? Will it be easy for everyone to get there?

When it comes to entering the building and using the facilities – will it be accessible to everyone (even those with special needs)? Are the entrances disabled-friendly? Is there enough room in the venue for someone with a walker or a wheelchair to move around? How accessible are the restrooms?

Sometimes you can learn this information without having to visit the venue in person, such as on Google Maps or the venue’s website. Whenever possible, however, you should visit the venue yourself before committing to it to make sure it fits your needs.

Do You Have Enough Space?

Make sure the event venue you are considering has enough space for your event. Estimate the number of attendees, then add space for 10% more just in case you sell more tickets than you anticipated.

You want to make sure that the venue isn’t too small, but you also don’t want it to seem overwhelming or bare. If your attendees don’t fill the space well, it can make guests feel like the event didn’t sell very well.  

Also consider the layout of the venue. Think about the flow of traffic through your event. Which areas will be high traffic and how will you setup the tables? If you have speakers, you’ll also need to think about where you’ll put the stage. Will everyone in the audience will be able to see them? If your conference is more of an exhibition-style event (like the Dubai 2020 Expo), you’ll have to take into account the fact that stalls will take up more room.

When considering how much space you have, make sure that you also think about parking. Does the venue have a parking lot, or valet parking?

Where Will Attendees Stay?

If you’ll have people attending your event who are coming from far away, it’s important to think about where they will stay. This is why many large events take place in hotels – as it’s easy and convenient for guests to stay on site.

When you book your corporate event in a hotel the accommodation will be in the same building and transport will be minimal. In some situations, you’ll be able to book an accommodation package where meals are included. Others, not.

If you are bringing a large amount of attendees to a conference venue, ask if you can get a special rate by booking a block of multiple rooms.

How Will Catering Work?

Are you planning on serving food at your event? If so, you’ll need to think about to best facilitate that. If the venue has a restaurant or a kitchen, that can be a good place to start.

However, venues without kitchen facilities can be a little more tricky. Ask the venue manager if they know a local food provider that they would be able to recommend. Bringing in outside food can be a little bit more hassle to arrange, but if you choose the right vendor it can mean that the catering at your event is fantastic.

Is the Venue Well Connected?

It’s also important to make sure that the venue you choose offers the cutting-edge technology.

For example:

  • Free wireless internet throughout the property
  • A speaker system to broadcast your event presenters
  • An area where attendees can charge their devices
  • Meeting rooms for breakout sessions with Wifi, screens and plug sockets
  • A video screen that speakers can use for their presentations
  • Heating and air conditioning (individually controlled in each room)
  • An electronic ticketing system to scan attendee badges and track attendance

If you want to go a step further, you can even find venues with modern and innovative tech amenities. For example, there are  now apps with facial recognition and scrolling news feed screens that can share updates from a conference-related hashtag.

Bottom Line: Take Your Time Choosing A Venue

These are just a few of the important considerations you’ll need to make when choosing a venue for your next big corporate event.

Remember – you don’t have to choose the first hotel, conference center or other type of venue you see. Take some time to look around and compare your options!

Still need help? Contact us to ask questions or get help finding the perfect venue at the right price.

Have more business travel questions?

Want to learn more about how you can improve business travel for your employees and make sure that every trip goes as smoothly as possible? We’re always happy to help – contact us today!