What to consider when choosing your corporate event venue
Are you celebrating an important event, such as launching a new product, or maybe you just want to boost the atmosphere among your employees? Increasing your company’s visibility to the wider public, strengthening interpersonal relationships and improving work motivation are just a few of the reasons for organizing a corporate event and there are several details that require your attention.
One of the most complex problems to figure out in the process of planning your corporate event is choosing the venue itself. Obviously, not all event spaces are suitable for corporate events. Your venue should match the number of guests, offer menu and/or catering options, be conveniently located, and offer amenities either for accommodating your guests or to ensure that your event will run smoothly. It is also very important that the site you pick, has an ambience that matches your business profile and everything your company represents.
Relevance to the theme of the event
Of course, this depends on many factors, and the first question to be answered, is what kind of event do we wish to organize? is it a conference, lunch/dinner, product or book launch, press conference, cocktail party?
The choice of location should be directly related to the thematic focus of the event. For example, if the topic is “Tourism Strategy in the Cyclades” it would be unfortunate to select an island that does not belong to this cluster.
Number, age and profile of guests
The age group and profile of the guests are key factors for the choice of the venue that will host your corporate event. A small space cannot, obviously, host a party with 200 guests or a book launch aimed at middle-aged people, cannot be held in a cafe frequented by teens.
The size of the venue should be proportional to the extent of the event, staffing needs, required equipment and the psychological impact on the audience. This also includes issues such as seating configuration, unobstructed views, while it is very important to know the seating capacity of your venue – both for logistical and safety reasons.
Infrastructure and facilities
Power supply, reliable and free WiFi and audiovisual infrastructure are the first things you should check! Depending on the type of event and on the condition that you need it, you should be concerned if the venue has a kitchen to meet your needs or if you should look for incoming catering. Does it offer suitable chairs, tables etc. or will you have to hire them? Think about every item you might need and see if your venue can provide them, as it will obviously save you a lot of time and money. Disabled access, air conditioning, first aid services and emergency planning may be taken for granted, but in reality, they should be ascertained as their existence is not always self-evident!
Ensuring that all guests arrive on time and safely is of the utmost importance to any event. Therefore, the first question that should concern you is whether the venue is easily accessible by public transport and/or by road. How long will it take to get there? Is there a taxi service and parking spaces available? If the type of event you are organizing requires it, also consider whether there is suitable accommodation on the venue itself, or nearby, for those who wish to stay there and inquire about entertainment options.
Security and weather conditions
Venue risk assessment includes identifying all potential hazards and taking precautions to ensure the safe and smooth arrival and departure of your guests. The weather is an important and unpredictable factor even if your event will take place indoors. A sudden rain or storm can throw off even the most meticulously planned business event. Regardless of the circumstances, it is important to have an alternative, just in case, so that your choice of venue does not compromise the safety of those in attendance.
Cost and space availability
Inevitably, even in such a multifactorial matter, cost plays a dominant role, since ultimately the aim is to provide the right solution within a standard budget. Therefore, you need to make sure that you get the maximum value for money from the venue you choose.
What are the types of billing?
There is no standard price, but there are different ways of charging. So, some event venues charge a certain amount, regardless of the number of people and depending on the day of the event. There is, of course, the case that the charge is only per person, regardless of the number, while the type of cooperation with the catering – if needed – and the additional benefits that will be agreed, is a regulatory factor.
Useful questions, before you close the book the venue
• Will you need to pay extra for WiFi access, refreshments etc.?
• How much is the deposit and what is the cancellation policy?
• Are there special discounts, offers or promotions for corporate events?
Smart tip: If you are flexible on the date of the event, it is very likely that you can negotiate a discount. Venues may have open dates on their calendar that they need to book.
Most event spaces have a curfew on the maximum duration of the event, food serving and the bar. There is also a limit to the duration and volume of the music, while they also set restrictions on decoration and arrangement. Clarify any questions you may have to avoid awkward situations during your event. So, do your research and remember that the final choice will depend on whether the services they promise you live up to the price they quote you.