Event planning isn’t easy because there are many things you must consider to plan any event successfully. Nevertheless, selecting the ideal location and venue will have the most influence on the success of the event.
The venue requirements of every corporate event will differ. So, not every event location is appropriate for your company’s specific function. That said, here are some tips on how to pick the right venue for your corporate event.
1. Choose Convenient Location
You want to choose a location where everyone can arrive on time. So, consider how long people will take to arrive at the venue. Since your guests are traveling from different places, you want your venue to be centralized and convenient. That way, it’ll be easier for your guests to arrive on time. Plus, if your event is open to the public like some of the Events in Townsville, more people will show up if it’s easy for them to get there.
2. Choose The Right Venue Size
You must consider the venue’s size before booking it. The venue shouldn’t be too big or small. Plus, you certainly don’t want your event space to appear too empty or too full when attendees are present. By hosting your event in an excessively big venue, you risk giving the impression that your event was a failure. So always clarify the size and capacity specifications before booking a venue.
3. Food, Beverage, and Catering Options
Ascertain whether the venue can handle the food and beverages or whether you need to employ a third-party caterer. Also, enquire about the minimum spending requirements if the location offers food and beverage service.
Furthermore, find out what facilities they have for your caterer’s needs if you need to bring one in. Enquire how the venue can help your caterer to perform at their highest level. Ask about the availability of the kitchen, cooler, beverages like wine, and other food service facilities, as well as whether there’s a special loading zone and parking space for the caterer.
4. Check Parking Space
Consider the prospective venue’s parking options because you’ll likely have a parking disaster if you book a venue without sufficient parking space. Therefore, you must find a location with enough parking space for the people you expect to attend. Also, try to look for convenient parking spots to make parking easier for attendees. Perhaps you could also check if you can book a parking space nearby if the chosen location has no parking.
5. Check The Ambiance
Pay close attention to the venue’s current décor and ambiance. What message does the inside of the building communicate, and what architectural style is it? This is important because you may need extra décor to make up for a venue that doesn’t quite convey the ambiance you want for your event—for example, upscale, high-tech, modern, or corporate.
The acoustics of your venue may have a significant impact on your event. A tiled floor, for instance, could look good but also affect acoustics, so aesthetics are crucial. With poor acoustics, your attendees could find themselves yelling to be heard once the music starts playing or the conversation starts. This would be uncomfortable, annoying, and draining for them. So, make sure that the acoustics quality is up to par before hiring a venue.
7. Venue Fees
Some venues charge a fixed fee that includes all expenses. But others put on extra charges. Therefore, you have to make sure you comprehend every line item before reserving your place. Make it clear to the venue representative that you don’t want surprises. It’d help if you created a list of all the services the venue is willing to provide before giving them your deposit. Also, ensure you know how much each service will cost and when and how they’ll show on your billing.
8. Brand Image
The venue should be a seamless extension of your brand during your event. Consider the check-in area, possible signage locations, and potential locations for an interactive social media wall when you are touring a venue. The venue should allow you to emotionally connect with your attendees, foster brand loyalty, and encourage repeat attendance.
For some events, a facility that is inaccessible to all is a complete disaster. To ensure that everyone can easily access the venue, including those with special needs, consider all your attendees, sponsors, visitors, and employees. Remember to ask the venue representative to demonstrate how their venue is accessible to everyone as you tour it.
When setting up a corporate event, it’s important to have a draft plan. This will help to make everything much easier since you have a reference point. It’d also help to have a budget in place too. Different events will necessitate different venue requirements. Therefore, it’d be best if you made your final decision based on whether a venue meets your needs and budget.