Planning a successful corporate event is a daunting task, to say the least. There are countless choices to make for each aspect of the event. Your select venue is a critical piece of the puzzle. It will shape your attendees’ experience.
The ideal corporate events venue can be the difference between a successful networking experience and uncomfortable delegates with their eyes trained on the exit. With so much riding on the corporate event space, it’s not always easy to figure out where to start. Here are five factors to consider when picking the right venue so you can hit the ground running with the event planning.
1. Know What You Want
The first step to organizing successful corporate events is to clearly outline what you want and what the venue should provide. It means figuring out the dates you are looking for, the type of amenities you want, audio-visual equipment needed, and much more. Discussing the details of the event with the venue manager can help you get a clearer picture of all of the possible costs and fees.
2. Figure Out the Ideal Space and Layout
There’s nothing worse than feeling crammed into a space that is too small. Is there a capacity limit that can hinder your charity fundraisers? Keeping your estimated headcount in mind is key to finding the right corporate events space. If you need break rooms, networking stations, or a green room, check if the venue can accommodate your needs. If you are into outdoor spaces, you can check out your local country club. Be sure to ask if the deck and the lawn are available for use.
3. Calculate Your Budget
Next, you need to figure out your budget allocation for the venue. An excellent way to get started is to create a checklist of bare minimums for the amenities and services you need alongside their estimated costs. As a good rule of thumb, you may want to allocate as much as 20% of the corporate event’s budget here. Call some prospective venues for rates to get a good base number to refer to. Most golf clubs provide all-inclusive pricing for their services.
4. Location, Accessibility, and Parking
If attendees are traveling from far from the corporate retreats or commuting each day, you may want a venue that is easily accessible to transportation networks and hotels. Parking can be an expensive, unforeseen added cost for participants if on-site parking isn’t available. You may also book shuttle buses or a taxi service to facilitate transport to and from the event.
5. Food and Beverage Accommodations
Everyone loves treats at corporate events. Tasty foods and special drinks not only appeal to the senses but also serve as excellent conversation starters. Inquire if your favorite golf club can accommodate food and drinks as part of their event package. Decide if you want sit-down meals or a buffet-style. Most venues have restrictions on vendors allowed, and you may need to counter-check with their managers.
Figuring out the right venue for your corporate events comes down to asking the right questions. It also entails understanding your precise needs and how they should be handled. Take time to find spaces that will reflect your values and stick to your budget while providing excellent amenities for the attendees.