How to find your perfect venue for corporate events
Updated: Sep 25, 2019
When planning any event, even a corporate event, whether it is small or large, it can be a very long and stressful job. Creating a guest list, hiring entertainment and finding the perfect caterers are just a few of the stages that go into creating your event.
Knowing where to start can be tricky, so here are some tips to follow when finding your perfect venue for corporate events.
Whilst these are crucial steps to host a successful event, the first step should be to find the ultimate venue. To find your perfect venue for any type of corporate event requires a lot of thought, plenty of research must go into it to ensure that everything about the venue fits your criteria.
It is not to find your perfect venue and choose that immediately, many aspects must be considered before finalising your event space. From ensuring the venue has the correct equipment to ensuring the venue fits the theme/tone of the evening, as these can all determine the success of the evening and also help create company reputations.
The venue of an event is the first thing your guests will see when they arrive at the event, therefore it needs to set the mood and create the perfect atmosphere.
1) MAKE A LIST
To begin this planning process, the first stage should be to brain storm a list of ideas of what you hope to gain from this event. By doing this you will then be able to decide what you can do at this event, in order to get you and your company a step closer in achieving these goals.
This could include technical equipment such as projectors for slide shows or videos. Other aspects which should be considered are Wi-Fi, stages and enough floor space.
During your search for your perfect corporate event venue, it is worth asking fellow employees or individuals who have attended corporate events in the past – by carrying out this stage during your planning, you could eliminate a lot of precious time, which could be spent on other stages of your preparation.
However, there are many different types of corporate events, from drinks receptions to conferences, so make sure to be specific when asking about the corporate events which have been attended, as they may have been suitable for a corporate event which is completely different to yours.
3) BE ORGANISED
With any event it is crucial to leave a lot of planning time, as it is very rare for an event to be a success if has been rushed and left to the last minute. Finding your perfect venue for your corporate event is already a difficult task and will only be made more difficult if it is not hired out with plenty of time.
Furthermore, by allowing a lot of planning time, this also gives you an advantage as many venues can tell you specific dates where you could get a cheaper deal. Being flexible in your scheduling will also give you this advantage.
Particularly with corporate events, guests are likely to be coming from far away destinations – therefore, the location of your venue is crucial. Key aspects to consider are: how far away the venue is from the airport or train stations and how easy it is to park at the venue. If the location of the venue is not near such aspects, it would be best to reconsider your choice of venue, as it is likely to discourage guests from attending.
It is also important to ensure there are nearby hotels for these guests. Moreover, make sure you have knowledge on the best way for people to get to this venue, for instance what transport to use and what roads to avoid or use – this will help your guests to be on time.
Capacity is one of the most important factors to consider when finding your perfect venue. Hiring out a venue which is too small creates a very uncomfortable atmosphere and ultimately an unsuccessful event as the guests are not pleased – this could also be damaging for your company’s reputation.
In addition, having a venue that has a capacity much greater than the number of guests invited can be equally as uncomfortable and awkward for guests when they are making conversation with new individuals.
Along with this, when determining the capacity limit for your event venue, remember to take into consideration any decorations which may take up a lot of room – corporate events such as exhibitions which require a lot of floor space to ensure stalls and guests can fit into the venue space comfortably.
During any type of corporate event, some type of food or beverage is expected from the guests. This leads onto the next point, when enquiring a potential venue, find out if the venue provides food or drink facilities. Whilst most venues for corporate events are likely to obtain such facilities, it is important to check, as not all do.
If the venues do not, then be sure to ask them if they know of any catering companies which you could use. Some venues may be able to provide food or drink; however this may only apply to small corporate events such as intimate meetings/conferences.
7) THE ENVIRONMENT
Remember, the world is turning green. Protecting the environment has become a priority within the business world. Many people and companies carry out tasks to help aid the environment, such as office recycling.
However, this should not be difficult to find during your search, as many venues are now showing eco-friendly practices, such as providing sustainable cookery to guests. This also ties in with the location of the venue, if the guests all live relatively within the same area; find a venue nearby to use as little pollution emissions as possible.
8) AMBIANCE OF THE VENUE
As mentioned before, setting the tone properly can go a long way and set the mood for the rest of the evening. It could be useful to visit the venues before making a final decision – this way you can get a feel for the venue and see if it will be in key with the event.
For example, if your corporate event is elegant and very high-end, then it is important to not choose a venue which is the complete opposite of the event theme.
Overall, it can be extremely challenging to find your perfect venue for corporate events, however by using these stages as a guideline to assist you, your planning will become a less stressful and more thorough process. It will also save you a lot of time, as you will now know what to do and what not to do. We hope you have a fabulous event!