When choosing a corporate event venue, it’s essential to do the right research to ensure you’re picking a suitable spot. Corporate party planning involves time and patience, but if you know how to choose a great venue, it can make the job a lot easier and more enjoyable.
The venue needs to be suitable for creating opportunities for networking, team building, and collaboration with a corporate audience. This helps staff members develop tighter bonds and relationships, helping them work more effectively in the workplace.
If you need help choosing a corporate event venue, we’re here to help. Here are eight tips for businesses on picking a venue.
1. Pick the Right Location
This one’s easy – make sure you choose the right location. If you pick a site that’s both exciting and convenient for guests, you’re much more likely to boost your guest list.
A venue close by to the office may be convenient for people to reach once they leave work, for example. If you choose a venue that’s far away, it may seem like more of a hassle for staff members to attend.
2. Consider the Space
It’s essential to consider the space in venues. What do you need the space for?
Will you be running team-building or networking activities, like games or scavenger hunts? If so, pick a venue that’s spacious enough for these activities.
If you have the time, it’s often a good idea to include team-building activities at corporate events. Team-building activities can build relationships between staff members and can boost work performance back at the office.
If you aren’t opting for team building activities, a lounge providing drinks and light bites always goes down well. This space could offer a relaxing and efficient space for people to mingle and unwind after work.
3. Know Your Numbers
When you have a budget, guest list, and an idea of maximum capacity for a corporate event, choosing an event venue gets a lot easier. When you have your numbers ready, you can be more responsible in your planning and avoid any shocks and surprises due to overcapacity or increased budget.
Be mindful when sending out party invites, and be sure to choose a venue that can accommodate a few extra people. After all, there are always a few last-minute attendees or plus ones.
4. Don't Forget About Entertainment
When selecting a venue, look for a place that can accommodate forms of entertainment options for the event. Corporate events can be boring and time-consuming if they don’t deliver enough entertainment.
If you’re not sure what entertainment to go for, consider an interactive experience. This can include karaoke, cooking classes, or team-building games. But remember, whatever you book, make sure it fits your audience’s values.
5. Layout
When choosing a corporate event space, it’s essential to consider the layout of the building. The design can affect how well activities like team building go.
When narrowing down your options, request an illustrated floor plan of each venue and assess each one's layout at least once. Make a note of essential features, like where the electrical outlets are and where AV equipment is found.
The layout and floor of an event will significantly affect several aspects of your event. This includes the flow of traffic. Think about which areas will feature high traffic, such as the registration desk or the auditorium doors.
It would help if you also considered how you set up the tables and décor of your event to affect your experience's smoothness. If you have event activities, such as a keynote speaker, consider that a venue's layout must accommodate a stage or an area to rent a stage.
6. Accessibility
Accessibility refers to the opportunity that everyone, including those with special needs, can access the event venue and its amenities. Before choosing an event venue, check who your attendees are and what their requirements are.
You’re likely to know if children are invited to the event, but it can be more tricky to determine if there are individuals with special needs, especially if the guest list is extensive. Consider mentioning it in an email regarding the event to find out.
7. Cost and Flexibility
Being flexible on the event date is an excellent way to negotiate with venues and keeping costs down. Event venues may have certain dates on their calendar that they want to fill, such as mid-weekdays.
Consider offering two to three date options to event venues you like the look of and let them know you’re flexible. That way you’re more likely to snag discounted costs.
8. Parking
If lots of people are traveling to the event by car, it’s essential to choose a corporate venue that offers plenty of parking.
If they don’t offer parking, find out whether there are parking lots close by for attendees to use. If there’s no parking available, there are still a few alternatives.
You may be able to reserve nearby parking spaces for your attendees. Then, you can either include the fees in the price of the ticket or can ask the attendees to pay when they park.
Another alternative is to look up Uber and Lyft discounts for events. You may be able to negotiate to set this up, offering promo codes for your attendees.
Are You Ready to Choose a Corporate Event Venue?
There’s a lot to consider when choosing a corporate event venue. But, if you consider our advice when doing your research, you’ll find the ideal venue for your event.
Once the event date and venue are confirmed, start promoting your event, selling tickets, and engaging attendees. And enjoy yourself!
If you require an event planner to help you put together an incredible occasion, we’re here to help. Learn more about our event planner services here.