When organizing a corporate workshop, an annual conference, or a year-end celebration, one of the most important aspects to consider is the choice of venue. A well-suited location not only sets the tone for the event but also enhances the overall experience for attendees.
Venue sourcing can be a daunting task especially if it’s your first time doing so, or there are numerous options to look at and you end up feeling overwhelmed. Let’s face it, a good venue can make your event unforgettable and a horrible venue can also end up being unforgettable. Your goal should be to ensure your event is remembered for all the right reasons.
Here are a few tips to help make this task a little less stressful:
1. Understanding the objective of your event
Before you begin to think of that amazing venue you once dined at and how good of a venue it would be for your corporate event, you need to understand the objective of your event. You can do this by asking yourself simple questions like: Is it an award and gala dinner? Do you want your guests to network and share knowledge on a certain topic? Is it a team building? Will you be launching a new product and you want to invite the media for buzz and attention?
Asking yourself these questions will help you know the specifications you will require in a venue.
2. Budget
“Where money works, nothing else works.” Your budget will significantly influence your venue choice. A luxurious venue may cost a substantial amount, but it is possible to find an affordable space that meets your needs without breaking the bank. While planning your budget, be sure to account for all fees that will come with the venue, for instance, catering services, Audio Visual equipment, renting fees, decor among many others.
It is important to ask for a breakdown of possible charges for each item offered by the venue. You don’t want surprises when the final invoice is sent to your email.
3. Location and Accessibility
This goes without saying, a good venue should be easily accessible. Your venue may be ticking all the boxes as far as your budget is concerned but if it’s hectic to access, then you might want to re-consider.
Here are a few pointers to guide you with your location:
- Easy access to airports, public transportation, and hotels.
- Ample and convenient parking.
- Accessibility for all attendees, including those that are abled differently.
4. Capacity and Layout
Your preferred venue should comfortably hold the number of guests you are looking to have. A site visit will allow you to assess whether the venue is flexible enough to accommodate different aspects of your event, such as the main session, breakout areas, and networking spaces. It’s also essential to ensure there is a smooth flow of people between different areas.
5. Audience type
The demographics, expectations, and interests of your ideal attendee will determine the venue you will choose. When your attendees are formal and conservative, a traditional hotel or conference center is the ideal choice. On the other hand, if your audience is more relaxed and tech-savvy, they’ll thrive in a cutting-edge, non-traditional venue.
6. Estimate attendance.
Having a more accurate estimate of your expected attendance will help you narrow down on the venue that will be most suitable. The number will guide you on the seating space, catering, and other logistics that may come into consideration.
7. Restrictions
Different venues have different restrictions for things like music, time, signage and branding, decorations, alcohol sale, use of outdoor space, forbidding tent set up on their lawns, among many others. Be sure to have a clear understanding of their restrictions before you commit to their venue to make sure they will not affect your event.
8. Accommodation
If you’re planning an event that will run for several days and require you to invite large groups of people from different parts of the city or the country, it is important to work with a venue that offers overnight accommodation. This will reduce the hassle for your guests and make sure they are comfortable.
If the venue is ticking all your boxes but cannot accommodate all your guests, be sure to check for a nearby hotel that will offer the service.
9. Date and Time
While having an already set date and time of your event is important, it is also advisable to explore different dates and times as well, including weekdays, off peak seasons and the likes. Some venues also offer discounted rates when you book in advance allowing you to enjoy favorable prices. Keep in mind that the choice of these two factors can also affect the availability & engagement of your intended guests. I mean, you want 99% if not 100% attendance of guests, right?
Planning a corporate event is time-consuming being that it requires a lot of brainstorming, research and collaboration with other teams in order to create an event that reflects the company and suit its needs. Luckily for you, this blog has given you a few tips for venue searching. The load just got lighter!