Finding a suitable venue for a corporate event is an integral part of the process of organising an event. However, doing so does entail its own unique challenges. Popular venues can often be overbooked, with only a few openings available for weeks or even months.
In addition to that, as the event host, you’ll also need to look for a venue that fits your budget and capacity. Of course, it should also fit your company’s aesthetic after the décor. Thus, this article explains how you can find a venue for your corporate event. It also touches upon the role venue finding agencies can play in this process.
How to Find the Right Venue for Your Corporate Event
In 2022, many corporations are starting to host in-person events again after relying solely on a virtual one on an online event platform due to the effects of the COVID-19 pandemic. Thus, there are a variety of factors that you must keep in mind when trying to find a venue for an in-person corporate event. It’s usually a good idea to get in touch with corporate event management companies to discuss these factors beforehand.
Consider the Location
In some cases, the location of the venue can be as essential as the venue itself. For example, if you’re hosting a large-scale corporate event with international guests, then you’ll need to pick a location that most of your guests can reach with ease.
Other concerns regarding the location include parking and accessibility. The lack of dedicated parking space can leave a negative image of your event. Therefore, check if the venue has parking and whether it’s included in the cost of renting the venue. Also, consider offering transportation to and from the place of accommodation and the venue for attendees coming from overseas.
Use Venue Finding Agencies to Narrow Your Search
When you’ve settled on a location, use venue finding agencies to search for venues in that area. These agencies often offer an initial venue finding service for free for spaces in various countries. In addition to that, they accommodate venues for various types of venues, which can help you narrow your search. Some agencies may offer more than just an initial venue search—they may arrange visits to the site and prepare the negotiations with the venue on payment for the package of your choice.
Determine What’s Included in the Package
Before you settle on a specific venue, it’s integral that you know what’s included in the package. Determine if the tax costs are included in the venue rental fee. In addition to that, it’s typically best if you can acquire a breakdown of the payments, allowing you to see exactly what you’re paying for. Some venues also include audio-visual equipment and Wi-Fi in the venue rental fee. Therefore, you can possibly save money by selecting a more comprehensive package.
That said, you can also consider removing some amenities that you don’t need to save money. Of course, you’ll only be able to do that if the venue doesn’t have one price that includes everything—i.e., nothing more and nothing less.
Learn About the Space and Layout
The space and layout of the venue are important considerations because you should get a venue that accommodates your guests without feeling cramped. At the same time, it should not be too large that it makes it look like there weren’t enough people at your corporate event. In addition to that, the layout is crucial if you want to include a stage where presentations will be held.
Also, if you need a separate space for sponsors, it can help to have an outdoor space at the venue. There, attendees can interact with your sponsor’s representatives at the event.
Determine If You Want Food and Beverages Included
If you want your food and beverages by one company, then it may benefit you to choose a venue that has food and drinks included in the package. Also, if you’re choosing those services, check online reviews for the catering services of that venue. You don’t want to ruin your corporate event with low-quality food.
Consider Any Possible Restrictions
Some venues may not allow hosts to decorate the interior space. That can be a deal-breaker for some hosts as they may want to advertise their company and sponsors.
Other restrictions include timing limitations on certain spaces—the outdoor space, for example. Therefore, it’s in your best interest to go over any potential restrictions before you decide on a venue for your corporate event.
Book Your Venue
Once you’re certain that you’ve found the right venue, you should book it as soon as possible. Some popular venues can lose openings within seconds, so you need to be as quick as possible. It may help to look into corporate event management companies that can manage the venue booking for you. Such agencies typically have a lot of experience with managing bookings, and they know which accommodations will go well with a certain venue, limiting travelling time for overseas guests.
In some cases, these event management companies have connections with venues in different parts of the world. Therefore, they may be able to offer you better deals than you would get if you tried to book the venue yourself.
Last Few Words
If you are unable to find a good venue, you can still consider hosting a virtual event via an online event platform. You can hire a company to handle the various aspects of your virtual event to ensure they meet your event’s goals.
If you’re looking for an event managing company in the UK to help you find an event, you can check out Seven Events. This company helps you location venues for free, and it organises a variety of virtual events by offering the necessary supplies, planning services, and much more.