One of the most difficult tasks when organizing a corporate event is choosing the right venue. Besides having many options, this decision is important because it affects the comfort and enjoyment of your guests. The location you choose can also influence the type of brand your business creates.
Choosing a venue should be at the top of your to-do list when hosting an event. After choosing a suitable location, preferably working with site and hospitality groups like those at Navarra Venues, creating a floor plan will be easier. Knowing the venue ahead of time and informing the guests will also reduce their stress as they can prepare in advance.
Follow the tips below if you want to choose the best venue for your next event:
1. Think about location and accessibility
When choosing a location, consider its proximity to the guests’ homes or places of work. If you want to accommodate guests from out of town, consider choosing a location near hotels, airports, or train stations.
It is also important to assess the accessibility of this place. Are the roads to the location passable 24/7? Is there public transport available nearby? These are just a few of the questions you need to think about when choosing a location.
2. Think about parking
The availability of parking spaces is crucial when choosing an event location. Guests will likely bring their vehicles to the event, and not providing a safe place to park can be stressful. This alone can affect their experience and the impression they will have on your business.
If you find the perfect location but don’t have parking, you may want to consider these alternatives:
- Reserve nearby parking lots for your guests and let them know when distributing invitations. To cover the cost, you can add a certain amount to the ticket or charge guests when they arrive at the venue.
- Check out Lyft and Uber discounts for events. Instead of asking guests to bring their vehicles, let them know they can book a ride at a lower rate.
- You can also offer valet parking for the event. This is often essential, especially when organizing high-end or high-end events, such as a gala or a company ball.
3. Ask about the capacity
Booking a venue too small or too big for your guests will surely hurt your business in a number of ways. When you choose a smaller venue (often in an attempt to keep costs down) guests won’t be able to come and can put your business in a bad light. Conversely, choosing a venue that is too large can have a negative impact on your business finances and make customers feel “dwarf”.
Make a rough estimate of the number of guests you expect when choosing a venue. If you are going to have 500 guests, be sure to reserve a venue that can accommodate the number. The venue representatives can give you information on the capacity of the space, so be sure to ask.
4. Make sure the mood matches your theme.
The ambience of the venue is also important as it affects the guest experience and your end costs. Choosing a venue that has interiors suited to the theme of your event can mean a better experience for guests and lower decorating costs.
If you are hosting a gala, make sure the place has chic or glamorous interiors. When hosting a trade show, make sure the venue has less decor and can accommodate multiple booths.
5. Find out about preferred suppliers
Hosting a corporate event will require you to work with multiple vendors. For example, you will need to hire a catering service to ensure that guests are fed throughout the event. Depending on the type of event you are about to host, you may also need to work with decorators and hosts.
Always ask about preferred suppliers when choosing a location. Some sites will only allow their preferred providers, which means you won’t be allowed to choose. This option has its pros and cons, so take your time to assess whether this route is right for your business.
6. Choose a venue that suits your budget
When hosting a corporate event, sticking to a budget is essential to ensure that your business can afford to operate for the long term. Going over your budget just to impress your guests can affect the longevity of your business, especially if you are still new or young in the industry.
In addition to the cost of renting the venue, consider any additional costs you might incur for the event. For example, if you offer valet parking, include the cost of valets and the rent for the parking space. Also add the costs of catering, invitations and entertainment.
7. Ask about services and amenities
Just because a specific location has cheaper rental rates doesn’t mean you should host your event there. An inexpensive place can still incur significant costs if it does not offer any service or convenience. For example, if the place does not have a kitchen, you will likely need to hire a catering service, which will incur more expense.
Before choosing a location for your next corporate event, always educate yourself about the services and amenities available. This information will help you assess whether the venue you are considering booking is worth your money.
In general, you should inquire about the following services and amenities:
- Does the place have tables, chairs and linens? If the place can offer them, you will be able to save a lot of money. A place with these amenities can also reduce stress as you won’t have to research other vendors.
- Does the venue cover installation and cleaning? A place that offers pre-event installation and post-cleanup services is a lifeline. However, if the venue does not have one, you need to build your own team or look for volunteers.
- Does the place have audiovisual capabilities? Some sites have built-in AV equipment for you to use, while others will require you to bring your own. Always ask in advance so that you can prepare in advance.
It’s easy when you know how
Organizing a corporate event can be fun and exciting, but choosing the venue can be stressful. The latter case is especially true if this is your first time choosing a location.
To make things easier, use the information in this article as a selection guide. Finding the perfect location will be a snap if you know what factors to take into account!