The hunt for a corporate venue can be a long and nerve-wracking process. When it comes to planning a corporate meeting or a conference, the event organizer is confronted by many decisions. You need to prepare the list of invitees, design the brochure, contact speakers, determine the budget, and the list goes on. Every task on your to-do list is crucial and one such most vital task is finding the right venue. The venue you select will have the largest impact on your corporate event. In fact, several other decisions like the date of the event and catering options will somehow get affected by the venue you choose.
Finding the perfect event venue plays a crucial role in the successful execution of an unforgettable event. Considering the importance of the venue, you need to begin your search for the perfect venue at least 4 months in advance. It is important to book your event venue in advance so that you will have enough time to plan other critical things. Also, if you leave this task for the last minutes, you’ll have limited options because the best venues accept advance bookings only.
When it comes to choosing an event venue, there are several important things to keep in mind. To help you pick the best option, we’ve listed a few tips to find the corporate event venue that will meet your needs.
Consider the Location
Whether you’re organizing a business meeting, a conference, seminar, or trade show, the success of any event largely depends on its location. When choosing the venue, you should think if it is conveniently located. For a local event, it’s best to book a venue within a reasonable distance from most attendees’ homes or places of work. Venue should also be easily accessible to the attendees who will be traveling from out of town. In case you’re going to have a majority of international attendees, you may look for a venue near the airport or their hotels. The location of the venue should be easy to find and convenient to get to, for both for local and out of town attendees.
Services and Amenities
For corporate events, you need a venue that offers a wide range of services. It’s best to look for venues that provide in-house catering to avoid hassles of arranging outside vendors. If you want to bring in outside vendors, make sure to ask this in advance. Besides this, the venue should offer linens, crockery, chairs, and tables that match your theme and ambiance. For corporate events, you will need audio and video equipment also. The best event venues have a Wi-Fi facility, AV capabilities, projector screens, and sound systems. In addition to this, make sure the venue has a parking lot or valet parking.
Before you book a venue, it’s recommended to visit the site. This will help you in understanding if space can easily accommodate your attendees. You can get this detail on the phone also but a visit will help in determining the suitability and feel of the venue. Depending on your expected guests’ list, the venue should comfortably fit everyone. It’s always a good idea to select a venue that is slightly bigger to avoid congestion.