Hosting a corporate event comes with a lot of responsibilities. You want to build a cohesive team that understands the assignment and knows how to choose the best corporate event venues.
Since each event is unique, giving your audience a new setting will keep them anticipating the next function. Securing a location early in the planning process will streamline other important tasks. The venue can dictate the number of invitees, a DJ or a live band, and the date of the event.
When looking at top corporate event venues, consider others may also be looking at the space. Get your date, time, and deposit ready to secure the location.
Keep reading to learn more about the seven key features to look for when in a venue when planning a corporate event.
1. The Best Corporate Event Venues Have Great Ambiance
The ambiance is crucial when selecting a corporate event space. You want to choose a venue that aligns with the event’s culture. For example, having a large open space that allows for product displays is key if you’re planning a product release.
Other things to include are lighting, color schemes, and linen choices. Branding plays a part in corporate events, so choosing a top corporate event venue that compliments the brand identity is a plus.
Consider different locations when it comes to accommodating unique groups. Trendy spots will impress younger audiences, while a hotel event space will appease corporate executives.
2. In-house Catering is a Plus
Planning a corporate event that provides meals for attendees will need catering services. The top corporate event spaces offer catering services. It’s easy and convenient.
Schedule a tasting with select items you will offer to the event’s guests. Ask to see the menus to ensure they can accommodate your main meals and snacks for breaks. Verify if the menu choices can get modified.
For venues that don’t offer in-house catering, you’ll need to know if they have a preferred list of outside caterers. Some venues have already contracted with businesses that are licensed and insured.
If your location doesn’t offer catering, a new trend is to have food trucks on-site. This idea goes well in both casual and business affairs. Check with the venue to discuss logistics and liability concerns.
3. The Right Capacity
Before searching for a venue for a corporate event, have a good idea of how many people will be in attendance. Good corporate event planning involves choosing a venue that has the capacity to comfortably seat the number of RSVPs, plus five to ten percent overage.
Having a venue that is too large, no matter how beautiful the setting, can give the appearance that the event didn’t garner enough interest. In contrast, a venue that’s too small can make guests uncomfortable.
Plus, you may not have enough room for displays and other equipment.
Understanding how to choose a corporate event venue includes looking at venues that have adjustable rooms. The ability to modify the room size will allow you to expand or decrease the room size based on your final RSVP count.
4. Adequate Parking
Parking is a vital part of corporate event planning. The venue for a corporate event should have adequate parking. Convention centers will have enough parking to handle multiple events on the same day.
However, a hotel venue may have limited parking on weekends and during peak seasons. In this case, research public parking options.
Discuss with the venue parking accommodations. If you need to provide off-site parking options, using a charter bus or other transportation services is a viable solution. The option will add to the cost of the event, but if you love the venue, it may be worth the added expense.
Ticketed functions can absorb the cost of parking into the fee. Negotiate a rate with the operator of off-site parking, and offer attendees a parking voucher.
5. Space for Live Entertainment
Will your event offer live entertainment? If so, you want to ensure the venue for a corporate event is large enough to accommodate a band, dance floor, or any special performances.
You also want to consider space for registration set-ups, gift bags, and an information desk. What makes a good corporate event venue is having a designated area outside the main room to handle these needs.
6. Access to Technology and Wi-fi
Corporate events in the digital era require technology and access to good wi-fi. If your event has a virtual component, you’ll need both.
Bring a list of specific requirements to the initial meeting with the venue representative. Let them know if you’ll need or will bring the following items.
- Audio Amplifiers
- AV Cables (USB, HDMI, VGA…)
- Interactive whiteboards
- Loudspeakers and soundbars
- Projector screens
If the venue does not provide everything you need, ensure that you have the proper outlets needed for the set-ups.
7. Ability to Accommodate Special Layouts
It’s common for corporate event planning to require a specific layout. Knowing how to choose a corporate event venue that accommodates special layouts is essential to the event’s success.
Have your layout requirements with you when you visit sites for the event. The best corporate event venues will have experience in converting their spaces to meet the client’s needs.
Remember to account for electrical outlets, lighting, and the number of tables when choosing your event location.
It’s Time to Plan Your Event
Narrow down your list of best corporate event venues to the top three. Schedule a meeting with the decision-makers to choose the final location. Sign the contract and pay the deposit to secure the venue.
Now it’s time to work on a theme, hire entertainment and make this the amazing event your client deserves.
We hope you found these seven tips useful for planning your next event. For more great tips and trending topics, please bookmark our site as we post great content all the time.