Are you looking for the perfect event venue to host your corporate party?
Let’s face it, the heart and soul of any fabulous party is the venue itself. After all, the right venue can be the difference between an event that is good and an event that is great. It’s for this reason that 36% of event planners spend the majority of their budget on the venue.
In choosing the venue, it’s not just about which venue most appeals to your aesthetic desire. Instead, it’s important to note other factors that are arguably more important than the aesthetic.
These are factors such as the capacity and logistics of the venue as well as the location and general rules associated with each venue.
If you’re looking for tips on choosing the best venue for your party, you’re going to want to read this. We’re outlining seven tips and tricks of the trade for locking in the perfect venue for your corporate event.
1. Consider Your Guest List
First things first, it’s essential to document your guest list and arrive at a final number of guests.
Not only is this important for organizing food, drink, and seating, it’s also essential for the logistics of the venue. Remember that each venue is going to have a maximum capacity as well as fire code safety requirements they legally must abide by.
Knowing this number ahead of time will help to rule of event venues that are unable to accommodate your number.
2. Outline the Vision of Your Event
Next, spend some time in determining what your overall vision is for the event.
For example, do you desire an event that encourages a party-like atmosphere with dancing and entertainment? Or, do you desire an event that is low-key and has the ability to accommodate guest speakers or speeches?
Once you’ve decided on the overall vision of your event, you’ll be able to locate a venue that helps bring this vision to life.
3. Inquire About Stage and Acoustics
If your event requires any stage presence or the help of acoustics, this is something you will need to communicate when shopping for an event venue. This is also the case for any AV requirements that may be crucial to your event.
While many venues can accommodate such a task, it’s not always a guarantee. That being said, it’s best to find this out near the beginning stages of planning and avoid wasting time.
4. Determine Logistics
Unfortunately, selecting a venue that is the perfect fit for your corporate event is not all fun and games.
Factors such as the logistics of the venue are some of the most important considerations that you will have to make in choosing your venue. Because most workplaces employ a wide variety of people, it’s essential that the venue meet all special needs.
This may be ensuring that you have adequate bathrooms and wheelchair accessibility as well as proper heating and air-conditioning.
Another important factor that is often forgotten is whether the venue has wifi in general as well as a strong connection. In fact, 79 percent of event planners state that connectivity is a common issue in locating event venues.
This is especially important in older buildings such as churches or barns that may have the potential of connection issues.
5. Consider a Convenient Location
When considering the location of your event venue, it’s important to take the large majority of guests into consideration.
Ask yourself where the bulk of your guests are coming from and ensure that the venue is within a reasonable distance. If the venue falls slightly outside of that distance, it may be worthwhile to consider arranging a transit system for guests.
If the event is hosting guests from other countries, it may be beneficial to host the event near the airport or a popular hotel.
6. Inquire About Venue Rules
Each and every event venue will have a different set of rules that regulate the space.
For example, some venues may not allow outside beverages or third-party catering companies. That being said, if you will require food or drink at the event, you may have no other choice but to hire their services.
If there’s alcohol present, some venues may also make you hire security and official bartenders for the event. Likewise, some venues may have specific rules for when and what type of alcohol can be served.
At the end of the day, you’ll want the event coordinator to give you a detailed analysis of the rules that govern the venue.
7. Consider Parking Options
When it comes to an event venue, a large, open parking lot is your nearest and dearest friend. This allows guest to avoid tirelessly circling the parking lot or paying a fortune in parking fees.
If parking options are limited at your perfect venue, you’ll want to ensure that a parking lot is located nearby. For more urban cities, it’s always beneficial to be sure that the venue is accessible by public transit. If so, be sure to detail the transit information and directions for guests.
If the event is more high-end, you may want to consider offering taxi credits or providing a valet service.
The Perfect Event Venue
If you’re hosting an event for your workplace, it’s likely that you’ll commence your planning with finding the perfect venue. Without locating the venue for your event, it’s nearly impossible to proceed with the bulk of the planning.
While it may be tempting to choose an event venue based purely on aesthetic, there are a number of other factors that must be considered. If these factors are overlooked, it’s more likely that you’ll run into logistical problems throughout the event.
These are factors such as locating a venue with the right performance area and acoustics, finding a convenient location and ensuring there is adequate parking.
If you take all of these factors into consideration when choosing your event venue, you can rest assured that your event is going to be a success.
If you’re hosting a holiday event, be sure to check out our blog detailing what to avoid when planning your event.