Running business events are great for publicity and generating a great reputation for your business. However, putting this into action does require a lot of work. You will have many important decisions to make, and choosing the right venue is arguably one of the most crucial, as the venue and location set the stage for the entire event.
It influences the ambiance, experience, and overall vibe of the day. Therefore, here are six key considerations to bear in mind when choosing the perfect venue for your next corporate event.
Always Schedule a Visit
It goes without saying that in-person visits to potential venues are a must. During each visit, you should try to envision not only the big moments but also the smaller details. For instance, think about the place where you have talks and presentations, but it is also essential to think about the areas where your guests can mingle. If you plan on inviting guests with varied ages and interests, you will want diverse spaces to ensure everyone is comfortable.
Don’t be afraid to take photos and videos during your visit, as this will allow you to review the space with a fresh perspective when making your final decision. This is particularly important if you won’t be making the final decision but a bigger boss is.
Decide on Your Capacity and Guest List
While deciding on your guest count, think about more than just the number. Visualize the flow of the event and ask yourself whether the venue has distinct spaces for different activities. Having designated places for guests to go will ensure a smooth transition between each hour of the event.
Moreover, inquire about the venue’s policies on guest capacity to ensure you are in line with their guidelines and restrictions. You might find that The Venue at Friendship Springs rooms, specifically set aside for conferences, can accommodate the number of guests you need. For example, the Davis Room can comfortably fit 64 guests, while The Wayne Family Auditorium can seat up to 500 guests. You don’t want to pick the huge room only to find you will be inviting 50 guests.
Consider Location, Accessibility, and Convenience
When considering location, think beyond its proximity to your guests. Reflect on the overall accessibility of the venue and take into account aspects such as parking availability, nearby public transportation options, and how older guests or those with varying levels of mobility can navigate the venue.
Additionally, explore the local surroundings. A venue situated near picturesque landmarks or cultural attractions will help cement your business event as one to remember, add an extra layer of enjoyment for your attendees, and will help ensure you come away with great photos to post on your business social media accounts after.
Research the Services and Amenities
Research the venue’s services and amenities by checking out the website and making inquiries. You can also try to reach out to other companies who have previously hosted their events there and ask them for references.
Hearing first-hand experiences can provide insight into the venue’s responsiveness, flexibility, and professionalism. Moreover, if you plan to employ your own vendors, inquire about any restrictions they have regarding this, as some places have a preferred vendor list. Although this can simplify the selection process, it may not suit all.
Choose a Style and Theme
As you delve into the style and theme of your event, pay attention to the venue’s existing decor. Some venues possess inherent charm or architectural details that can either complement your theme or inspire new creative directions.
Consider collaborating with the venue’s event coordinator or a professional decorator to explore ways to enhance the space’s natural beauty and seamlessly integrate it into your chosen theme.
Allocate Your Budget Wisely
Allocate your budget wisely for the venue rental and also for the additional expenses that come with it. Look beyond the price tag to assess everything that is included in the package. For instance, check if the venue includes in-house services and amenities such as catering, lighting, furniture, and audio-visual equipment.
By comparing these aspects, you can determine the true value of the venue and make informed choices that align with your budget.
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