A corporate event is your time to shine as a business. This is when making the right first impression matters a lot. The right venue is the key to making the right first impression because people will judge you based on it. It’s essential to strike the right balance and also make your guests say wow while staying within your budget. Here’s what you need to think about while searching for the perfect place for your next corporate event.
Know the numbers
Organising an event is an expensive thing. You need to account for many expenses, from the venue, entertainment, food, and drinks, and the list can go on indefinitely. That’s why you need to know the exact numbers, or at least the closest number of people. In other words, you need to establish how many people will attend the event. This will influence the cost, so you’ll know where to tighten the budget and where to loosen it a bit.
Know the purpose
What is the event’s goal and purpose? Is it just for employees and their plus ones or people you work with? Do you plan to host a presentation and introduce your new service? Or do you have something to celebrate? Whether it’s a company anniversary or promoting your new services, you need to determine your event’s purpose and goals. This will determine which type of venues you need to look for. Not every venue will be suitable for conferences, seminars, product launches, or team-building activities.
Who’s among your attendees?
Who will be among your attendees? You must consider their age, preferences, and interests to accommodate them in the best possible venue. If your audience is young, consider trendy and hip places. If your audience consists of business professionals, you need to host the event at a venue that fits their lifestyle and the event’s purpose. Also, think about the accessibility if your audience isn’t local. If this is the case, think of the venues in the city centre or somewhere accessible and known to everyone.
Pick a few dates
Even if you try your best to pick the perfect date everyone will RSVP to and attend, some people might still need to make it. But the choice of dates isn’t up to you after all. It’s up to the venue and the availability. That’s why you need to have a few dates that could work for most people. Ensure these dates and times fit into a busy professional’s schedule.
If you’re planning a multi-day event, ensure the dates don’t conflict with other major events in the area. Additionally, consider the time of day when your attendees are most likely to be available and engaged. Only when you know the dates can you search for venues that are available on those dates.
Determine early on if you can organise everything
Picking the right venue for the event is just one of many small tasks you must think of, organise, plan and execute. If you already have a lot on your plate, doing everything alone will drain your energy and stress you out.
But event planning doesn’t have to be stressful if you outsource it to an event organizer company. They can help you find the perfect venue that fits your requirements and budget, negotiate pricing and contracts, and handle all the details to ensure a successful event. Additionally, working with professionals saves time and allows you the space to focus on your core business objectives.
Know your budget
The right venue is always the one you can afford and fits your event goals and objectives. That’s why you need to determine the budget first, even before seeing every venue in person. You should also decide the budget and available resources for catering, entertainment, and other expenses. Before you book the venue, consider the venue’s value and the services you’re getting for your money. Look for venues that offer package deals or discounts for multiple events to save on costs.
You need to see it in person
Before deciding if a venue suits your event, you need to check it out in person. These venues have many professional pictures online, on a website or on their Instagram page. But sometimes, these images can make the venue look better than it looks. It’s all about the angle, so don’t rely on the pictures you find online. Evaluate the venue’s layout, size, and decor to see if it matches your event’s theme and style. Check the lighting, acoustics, and temperature to ensure a comfortable environment for your attendees. Don’t forget to ask questions about the venue’s policies, services, and requirements.
Look for several offers
If you want to know how to negotiate the best deal, you need to know the prices. Get as many offers as possible to know which venue offers the best value for money. Narrow down your choices to two ideal venues or three and start negotiating. You can even ask for package deals or discounts if you plan to host several events at this venue. Don’t be afraid to ask and negotiate for a better deal or more options for the money.
Most venues offer additional services or amenities to enhance the attendee experience and save you time and money. You won’t have to plan these additional services as the package deal will cover them. If you want to have as many things sorted out in one place, look for venues that offer catering, audiovisual equipment, Wi-Fi, parking, and other amenities that meet your event’s needs. Ask about the venue’s staff and their experience in handling corporate events.
If you like it, book it
When you find the venue that fits most or even all of your requirements, book it and do it as soon as possible. Finding a perfect venue is a feat; good ones are often booked in advance. So when you find one that is available for the date of your corporate event, reserve it. Take your time to read and understand the contract and cancellation policies before signing on the dotted line.
These ten tips will prepare you for the next corporate event. Choosing the right venue takes work, but these tips will help you make the right choices.