Whether planning a grand opening, company picnic, seminar, conference, team building, VIP event—-any kind of corporate event—one of the most important decisions is selecting the right venue for your event. Choosing the right venue for your corporate event increases your chances of success, so take these tips to heart when selecting the right venue for your corporate event.
Define the purpose of your corporate event.
Every corporate event should have a goal. Be specific with your goal, and select your venue based on your event purpose. Does your event check off all the boxes you need to accomplish that goal? Just as in real estate, remember, “location, location, location.”
Don’t be afraid to ask the experts.
Professional advice can be worth its weight in gold, especially when the success of your event is on the line. If you are not familiar with a city, such as our national clients who host a corporate event in Chicago, contact a local expet that knows the area and can make recommendations or plan your event for you.
Compile a full guest list.
For optimal results, safety reasons, and guest feedback, select a corporate event venue with adequate space and spaces for your guests. If your event is going to have breakout sessions, select a corporate event venue with multiple spaces with the options you need (i.e. audio visual, wi-fi, etc.). With regards to budget, pay special attention to any minimums imposed by the venue to ensure that you are not charged for more guests than you expect to attend.
Know your budget.
Obviously, your budget is going to play a large part in selecting the venue for your corporate event. If your budget is tight, allocate your resources into items that make the biggest impact on your guests: food and entertainment. To ensure that you stick to your budget, ask your event venues for a full list of charges so you don’t get stuck with an invoice full of add-on charges (i.e. set-up, overage, etc.).
Determine the type of atmosphere you want to create.
Once you’ve gotten through all the practical criteria for your corporate event venue (budget, adequate space, purpose, location), it’s time to look at the aesthetics of your event. Think about the atmosphere you want to set, formality of the event, and budget for décor. If you don’t have a large budget for décor, select a venue with ambiance that doesn’t require a significant investment in décor.
Know your event needs.
Acoustics, amenities, audio visual, kitchen, event equipment (i.e. tables, chairs, etc.), full service staff (i.e. coat check, bartenders, servers, set up & take down staff, etc.), parking, handicap accessibility. Can your prospective event venue fulfill the needs of your event? If you need a full kitchen, discuss your options with venues in your desired area. Depending on the weather, if your event venue doesn’t have an on-site kitchen, you may be able to bring a tent in for your catering needs. Focus on your guests and their needs (or hire someone that can) for optimal corporate event success. Choosing an event venue is not a time to take anything for granted; ask and double check your lists. The success of your event is dependent on it.