When choosing a venue for a corporate event, what factors should the planner consider? This is a question many people have, particularly those who are planning their first event. The following are some considerations when a person tackles this job.
The Environment
What is the existing decor in the venue? Is it acceptable as a rental space for corporate events? The architectural features of the building play a role in this, along with other elements found in the venue. Just as a couple wouldn’t want to go to a fast-food restaurant for a romantic dinner, some venues are designed for purposes other than business.
What is appropriate for a holiday party might not be ideal for a trade show. The holiday party needs a festive environment, while the trade show needs to be more sterile. This allows the products being displayed to stand out.
When considering the environment, recognize that the feel of the place shouldn’t be a deal breaker. However, the less the environment matches the feel of the event, the more decorating the host must do to overcome this lack of ambiance.
Accessibility of the Location
Choose a location that participants can easily access. The goal is to host the event in a populated city that has public transportation, lodging options, and more readily available. There should be minimal traffic to and from the venue, as nobody wants to find their event is held up for hours because participants were stuck in a car.
Visit the venue on the weekday when the event will be held. Try to visit multiple times on this day to ensure traffic won’t be a consideration. Guests will appreciate the event host when they focus on details such as this.
Venue Cost
Every event planner must work within a budget. The cost of the venue plays a major role in event planning, as any money put toward the venue cannot be used elsewhere.
Remain realistic when creating a budget for the event and the venue. Spend time researching local options to get a better understanding of how much the venue might cost. Stick with this budget even when the perfect venue comes available but at a higher cost.
Doing so is difficult, but an event planner doesn’t want to cut corners in other areas to secure a venue. A budget is important for this reason. The planner knows exactly how much they can spend on each element of the event.
Capacity Limitations
Event planners must have a rough idea of how many people will be participating. This number could limit the number of available venues, particularly when the audience will be large. Going over the allowed amount in the venue violates safety and fire codes, which no event planner wants.
In addition, learn about any food and beverage minimums if the venue serves guests. If a similar event has been held in the past, use that as a guide to ensure these minimums can be met. This helps to reduce the risk of the business paying for food and beverages that aren’t consumed.
The Venue Layout
When hosting a corporate event, a planner must ensure the layout is conducive to the planned activities. For example, if the event is a conference, will there be enough room for people to move around once tables and chairs are brought in? If the event is a corporate holiday party, see if there will be room for a photo booth, dancing, or whatever the event planner has in mind for entertainment.
These are only a few of several factors to be considered when choosing a corporate event venue. Other factors that should not be overlooked include services, amenities, and parking. Attention to detail is critical when planning a corporate event, so seek outside help if needed. It’s best to pay more for a successful event than to host a dismal one that could harm the company’s reputation.
