How Do I Choose a Venue for My Next Corporate Event?
Hosting an event can be an excellent way to attract new audiences to your products or services or generate interest in a business opportunity. Facebook status updates, LinkedIn messages, or tweets can’t replace authentic and meaningful connections made via in-person communication. If you want to be better each day, reach out to those in your community or industry. Building strong business relationships and networking can bring opportunities and provide access to invaluable insights, best practices, and professional contacts.
The venue matters because it sets the tone for the event and impacts guests’ experience. Once you have a plan for the corporate event, you can contact venues and find a date that works for everyone. Find a place within a reasonable travel distance from most participants’ homes or places of work. Where the event is located is more important than what the event is about. When orchestrating a corporate event, you’re faced with numerous choices, but selecting the right venue will have the greatest impact, so it’s recommended to start searching for a suitable location as soon as possible.
A Handy Checklist with All the Things to Consider When Scouting Venues
How Much Does the Venue Cost?
So, you know the type of event you’d like to create. Now, find a venue that allows you to bring your dream to fruition. The venue will account for a significant proportion of the allocated funds, so assessing and managing costs carefully is necessary. Meeting rooms, conference venues, and party spaces have different price points, so the one you decide on greatly affects the final cost. The size and layout of the venue directly impact pricing. Getting the grasp of different elements lets you build a budget that’s on target and in line with your goals.
Research and obtain quotes from different venues that meet your requirements, and be on the lookout for hidden fees for services like cleaning and security. You can organize the event on your own business premises, but you need to get a time-limited license, as you don’t want to be pinned down unnecessarily. Industrial tents are used as additional business space because they offer superior flexibility. You can accommodate many people under one roof, whether it’s a trade show, office party, or hosted event. Your cost will be lower, but you need to budget for catering and wait staff.
Reserve A Venue in A Convenient Location
Location is paramount for attendance, so book a venue in a convenient area with a lively atmosphere so that people feel comfortable and don’t mind making the commute. Access to the venue should be easy, meaning the venue should be in the immediate vicinity of airports or train stations and have well-connected transport routes. Equally important is to ensure there’s onsite parking and valet services to make a good first impression. Take into consideration the demographics of your target audience as they have different characteristics, tastes, and preferences. This divide is referred to as geographic distribution.
Don’t Ignore Acoustics
Sound absorption, reverberation time, sound diffusers, and room shape impact the overall event experience, so ensure the place you choose has the best acoustics possible. If the venue features wide-open spaces with hard surfaces, the waves can take a moment or so to reach the surface of another material; some of the sound will be reflected back, but the rest will go into the material. Nevertheless, if the frequencies build up in the room, the resonance causes the sounds to amplify or become louder, so talkers can increase their vocal output level despite increased background noise. In other words, if you don’t address the issue of acoustics, people will scream over one another to make themselves heard.
Consider The Number of Guests
You’ve sent out the invitations, so the question now is, how many people will show up? The number of guests is the most important aspect of corporate event planning because it will help you determine if the venue is the right size, how much food to order, and so on. The maximum occupancy of a venue is established by taking into account the available space and the number and locations of exits. The venue, whether small or large, should accommodate the expected number of guests without overcrowding. Remember that everything takes up space, including food and beverages, necessary amenities, and decorations.
If you’re having trouble finding the perfect venue, consider renting a tent. Industrial tents are available in different sizes and shapes, so you can find one to accommodate your high-profile event, even if it’s particularly large. Cassette flooring systems make it possible to set up a working platform in as little as a few hours, providing a flat and stable surface, so the tent will produce a strong effect. The tent creates a separate space for the event, so guests can get around and find what they need. If you’re promoting an event such as a party or a conference, you’ll end up with more people than expected, so make sure the tent has the right capacity.
Prioritize The Layout
Be certain to think about the layout and leave enough space between tables because no one likes to be treated like a sardine. There are venues that can adapt their rooms to various arrangements, but some have a set design, so ensure the place accommodates your requirements before you make a reservation. By strategically placing attendees, you can foster interaction, promote collaboration, and create a sense of community. The seating can be used to draw attention to important individuals or groups, such as speakers or VIPs, so put some effort into your place cards.
Concluding Thoughts
The location of a corporate event can influence the attendance, engagement, and satisfaction of participants. Find the venue that fits all the specifications you must have for success. If you have a limited budget, host the event on your business premises, but consider the number and profile of the guests and check with local laws and regulations. You may need to obtain a license or permit from the relevant authorities. Besides acting as a shelter for attendees, an industrial tent can showcase branding and promotional content.
