Corporate events involve a lot of moving parts. Decisions must be made about all aspects of the business meeting, and attention to detail matters. One of the first things an event planner must do is secure a venue. This venue plays a role in the success of the meeting. The following tips will help make this choice easier.
Table of Contents
Location
When looking into corporate meeting spaces for rent, choose a centrally located venue. This location must be easily accessible for all guests, so select one close to major highways and roads. Guests won’t want to travel long distances to take part in a voluntary event, so prioritize convenience when making this choice.
Parking
Guests need somewhere to park when they arrive at the venue. Confirm the venue has adequate parking for the anticipated number of attendees. If it lacks this parking, ask about nearby parking areas. A shuttle service can move guests between the parking facility and the venue. Another option is to offer valet parking so guests won’t need to walk.
Size
The venue must be able to hold all attendees comfortably while allowing them to move around with ease. However, don’t choose a venue that is too big. Doing so will make the event look unsuccessful and no business wants that. People don’t want to attend meetings anyway, and empty space will make them feel they could have missed.
Amenities
Look into amenities when selecting a venue for a corporate event. Will a green room be needed for the guest speaker and other VIPs? Ask if there is a space for people to change clothes if that step will be necessary, and learn whether event organizers and guests will have access to Wi-Fi and other amenities commonly requested.
Catering
Many business meetings involve food. This might be nothing more than appetizers or a full sit-down dinner. When choosing a venue, ask if catering services are offered or if food must be brought in for the event. If the event offers food services, is there a minimum amount that must be spent? Some venues allow outside caterers. If the selected venue offers this option, ask about accommodations, facilities, and more.
Venue Policies
Event venues have policies that a host must know of when choosing. Learn about event start and finish times, noise restrictions, and more. An event planner may forget to ask certain questions only to be embarrassed midway through the event when the venue informs them something is not permitted. Avoid this by carefully reading over the contract and asking questions before signing on the dotted line.
Ask for Help
The venue hosts corporate events routinely. They are happy to help event organizers find quality vendors and items needed to make the meeting a success. When your event is successful, it makes the venue look good, so don’t hesitate to ask for help.
Think Outside the Box
Why settle for a conventional venue when there are so many options today? With many venues available, find one that reflects the company’s personality and will allow it to shine. A unique venue will make the business meeting memorable for all who attend.
Business meetings don’t have to be boring. The right venue can make this meeting more enjoyable from start to finish. Book the venue early and plan around it Doing so will help ensure the meeting is a success in every way.
