When you have a corporate event, it follows that you have to make a lot of decisions – not only when it comes to the guest list and the food and drinks, but also about other critical aspects, such as the venue.
The venue definitely matters when it comes to any kind of event, but even more so with corporate events if you would like to impress your guests and attendees.
Your choice of venue will also have an impact on the actual event date as well as your options in regard to catering, the overall experience of your attendees, and so on.
But if you are beginning to worry about how you can properly select your corporate event venue, there’s no need to fear – here are the top aspects you should think about when choosing the venue for your corporate event.
Start as early as possible
Even if the event is a year away, it’s best for you to start looking for a venue as early as possible. But before looking for the site, you should first have a good understanding of your budget, the size of the place you would like, and your requirements for space.
Ideally, you should be looking at venues at least four to six months prior to your event date, as this will give you plenty of time to think about other critical aspects such as your catering, your marketing strategies, your entertainment, and your invitations, amongst others.
The top aspects to consider
- The venue’s location
Location matters – a lot. If your event is a local one, you want a venue that is of reasonable and practical distance from most of your attendees.
But if most of your attendees or guests will be travelling some distance and taking a plane, train, or car, then you need a venue with good access to hotels and airports as well as transport stations.
You also have to think about the parking options offered by the venue as well as the amount of traffic the guests have to go through.
- The capacity
The capacity of the venue is another matter to consider because you need to know how many of your guests can fit into the venue whilst still being comfortable.
Of course, if you have a 500-person guest list, you can’t choose a venue that can only accommodate 250 people.
Think about the venue’s safety and fire codes as well. Along with the capacity, think about the food and beverage minimum of the venue – each site will have a food and beverage minimum if it provides food and beverages, so talk to the venue and ask them about the limit.
Also, if your spending reaches a particular level, you may be able to negotiate some complimentary services such as AV capabilities or support and a Wi-Fi upgrade – it doesn’t hurt to ask.
- The amenities and services
Many corporate event venues will offer great amenities and services, but it’s best to confirm what these amenities and services are from the start.
For instance, do you need a venue to have a kitchen? Can it provide you with catering as well? Some venues which provide kitchens may partner with a catering provider, and you may be required to use this provider, so find out about this, too.
If the venue offers catering, check if their food is good enough – if it isn’t, you may want to find another venue that allows you to bring in food from an outside vendor.
Other services and amenities you should confirm include a setup or cleaning crew; linens, tables, and chairs, and audiovisual capabilities. Good luck, and happy planning!
