Corporate events and conferences rely on multiple different factors to be successful, least of all the business venue itself. The quality of your business venue sets a precedent for the quality of the event that you are organising, either emphasising the value of what you are showcasing or, in the case of a poorly chosen venue, devaluing its importance.
Finding a business venue for your corporate event might appear easy on the face of it but is actually quite a complex task. As with everything business related, the key to success is focused planning and organisation which is why we have put together this brief guide. By the end, you should be confident that you can ask all of the necessary questions when searching for your own cost-effective business venue without compromising on quality or effectiveness.
Here are our key points to consider when making your venue selection.
Capacity and Facilities
Above all else, the first step of your process should focus on the capacity and facilities that your proposed venue can offer. Ensuring that your projected number of attendees have enough space to manoeuvre and can all be catered for is a key aspect of any event’s success, especially those of a corporate nature. Most business venues will list the number of guests that their space can safely cater for and if you need seating or additional furniture, be sure to inquire about how this will affect the total capacity.
Similarly, the number of restroom facilities, outdoor spaces and refreshment areas will also need to be checked. Your venue’s amenities must be able to serve all of your attendees fairly easily without the need for extensive queueing or waiting. Again, the venue should be able to detail their maximum capacity for you but always ask questions if you are unsure.
Seasonal Appropriateness and Availability
Some venues excel in the summer months where outdoor spaces can be used freely and winds are gentle, though those same venues may not work at all during rainy autumnal afternoons. When visiting any prospective venue – which you should always do – consider the expected weather and season during the timing of your event. Some venues host their own seasonal events like this one during which they utilise their most appropriate spaces for themselves so keep this in mind when enquiring and always ask about the availability of a venue before getting too attached to it.
Again, most venue managers will want your event to be a success as it benefits them too, so you should ask for advice on seasonal appropriateness where possible.
Location is a fundamental part of any corporate event success and should be a key aspect of your business venue selection. The perfect business venue will balance a clean design that matches your business branding with an easy to reach location that has effective travel connections. This is not something that the venue can help with, you will need to gauge the ease of access and location suitability for your audience. Remember that modern Satnavs can often struggle with new roads or rural roads, so don’t assume that all of your attendees will be able to reach your venue quickly and easily.
Parking and Accessibility
As an extension to the point about location, consider how easy it is to access the venue once you have arrived. This includes the available parking space as well as lifts, ramps, escalators and anything else that your attendees might require depending on their personal needs. For a corporate event, professionalism is key and ensuring that you can cater to every attendee should be at the forefront of your priorities.
If you cannot see the accessibility options upon your arrival, take not to ask the venue manager about them. Almost every modern venue should be easily accessible and so even if the entrances aren’t visible, they may still be present in a less conspicuous space. In general, becoming familiar with the venue before the event is a great way of helping ensure success on the day and can’t be recommended enough.
Equipment and Acoustics
Finally, consider the equipment that you will need for your business event. Some venues offer audio-visual equipment as part of a package, others may ask that you bring your own. Similarly, if there is any specialist equipment that you know you will require, will it be easy to bring into the venue and set up, or will this prove a challenge? If it will be difficult, then you will need additional setup time and should query this with the venue manager or consider an entirely different venue altogether.
Building upon this, the acoustics of a business venue play a large role in its overall appropriateness. Echoing rooms become unbearable when there are tens or hundreds of voices speaking in unison; furthermore, they can disrupt message delivery if your event is a conference with dedicated speakers. Opt for venues with a clear, crisp sound that can easily be heard and understood.
If you keep these major points in mind you should be firmly on your way towards a successful corporate event. The key is to prepare in advance and research appropriately so that wherever you are and whatever your event, you can find the perfect cost-effective space.