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From conferences, product launches, award ceremonies to fundraisers and more, every event requires the perfect space for success. Selecting the right venue for your corporate event is essential for the success of your event. A venue sets the mood, the service adds to the attendee’s experience, and the food is critical for a good impression; all elements combined create a memorable experience.
There are many elements to consider when choosing the perfect corporate event venue, such as location, capacity, amenities, and budget. Below is a guide to key factors to consider when choosing your corporate event venue, helping you identify and align your goals, create a positive experience for attendees and achieve success for your company.
Understand the Purpose and Goals of Your Corporate Event
Before you begin looking for a venue, identify what your event is (e.g., gala night, networking event, board meeting, workshop, training sessions) and define its purpose and objectives. Every event will have its own unique set of requirements.
Questions you will need to know before your search include:
- How many people will be attending?
- Will this be a sit-down or cocktail event?
- What specific requirements are needed, such as breakout rooms, outdoor spaces, and stage setup for presentations?
Once you are clear, you can identify your budget and start looking for a venue that aligns with your event’s goals, requirements, and needs.
Determine Your Budget for the Venue
Determine what the maximum budget is for your corporate event. Then, break down your event by category, including venue, entertainment, catering, AV, signage, staffing, and potential accommodation. Typically, your venue will be the largest cost.
When inquiring about your event venue, ensure you understand all the additional fees that might be included, such as overtime charges, service fees, or equipment rentals. Ensuring your estimated budget is all-inclusive.
A tip is to hold a small percentage of your budget for unexpected expenses as a safety net.
To save you on time and cost, pick a venue that can cater to all of your needs. Choose a venue that offers packages for venue and catering and can accommodate AV, styling, room setup and entertainment needs. Research your venue to make sure they are professional and not compromising on quality and service to bring down costs.
Consider Location and Accessibility
Your venue is more than just an address; it is what will set the tone of your event and the first impact your event makes. Ensure you select a stunning venue that aligns with your brand. From sleek and modern venues to historic castles and quaint country getaways, Navarra Venues has spaces which will perfectly complement your corporate event.
When considering your venue check ease of access, public transport accessibility, parking availability and whether there is nearby accommodation if required. This will help ensure that the attendance rate of your event is successful.
Assess Venue Capacity and Layout
Choose a venue that can accommodate your expected attendance.
A venue that is flexible in terms of capacity is ideal, accommodating various sizes, from intimate gatherings such as boardroom meetings to large-scale functions like industry award nights.
Consider a venue that is equipped to handle hybrid events for in-person and remote participants effectively.
A professional venue will be able to adjust to unexpected changes and accommodate changes in attendance and event structure.
The layout should be flexible, able to adjust to your event and accommodating to such events as seated dinners, team workshops, exhibition spaces and exhibition events. Different setup options will include theatre/auditorium, classroom, banquet, boardroom, cocktail, U-shape, hollow, and cabaret. The right event venue will assist in choosing and adjusting your space to meet the setup your event needs.
Evaluate Amenities and Services Offered
High-quality amenities and services at your chosen venue are crucial for a smooth-running event. Ensure that you double-check that your venue includes the essentials for your corporate event, such as Wi-Fi, lighting options, a sound system, and audio-visual equipment (including projectors, screens, and microphones).
An important note is the practicality and easy access to amenities such as bathrooms. Ensure that there is enough in the venue and that they are well kept for overall event quality and comfortability for you and your guests to experience event success.
Food is a big part of events; your venue needs to include a kitchen, ensuring your event gets fresh catering and food.
Other services your venue may provide and are helpful include planning assistance, security and cleaning; these are all things that will contribute to the quality and smooth operation of your event.
Check Venue Ambience and Branding Opportunities
The venue you select will represent your company as a brand. Attendees will associate your brand with the ambience of the venue. Therefore, it is critical that your venue sets the perfect atmosphere and tone for your brand image.
A venue that allows for creativity and customisation and provides a unique atmosphere will leave a lasting memory that your attendees will appreciate. Outdoor spaces, breakout rooms and networking areas will add value to the overall atmosphere and perceived elegance of your event.
Visit Venues and Conduct Site Inspections
As part of the selection process, it is advised that you visit your shortlist of venues if possible. Pre-prepare a checklist listing your event requirements and tick them off as you visit the venues, ensuring you compare the venues accurately and objectively to find the perfect match.
When you visit the venues, you will be able to gauge the ambience of the space and ensure it meets all your requirements.
At the site inspection, have the staff answer any questions or concerns. The communication of the staff will give you a good indication of how you will be working together. Make sure to pay attention to accessibility, cleanliness, and staff professionalism.
Understand Contract Terms and Cancellation Policies
Review the contract carefully and ensure you understand the cancellation policies, deposits, and liability clauses.
Prepare a backup plan for unexpected circumstances, such as bad weather, technical issues, and signage problems. Speak to your venue about contingency plans and emergency options. Ask about alternative spaces, dates, and cancellation policies. Having a backup plan will give you peace of mind and ensure a smooth-running event, minus any unforeseen errors.
Start Planning Your Perfect Corporate Event Venue Today
In summary, it is essential that you choose the right corporate event venue. Your venue will impact your brand image, the success of your event, your overall guest experience and memorability.
When selecting the ideal event venue, consider a venue that aligns with your event objectives and goals. Select with clear criteria, knowing your budget, location, capacity, amenities and flexibility goals. Don’t just meet expectations at your next corporate event but exceed them with the tips you’re now equipped with.
Make the process simple by exploring professional venue options and packages, or enquire today to discuss your event with a Navarra Venues event planning expert and secure the perfect space for your corporate event.
