Written by Choosing the right environment for any corporate event, conference or trade show is one of the critical activities that need to be conducted effectively. Choosing between so many options can be really a headache, therefore it felt slightly confusing to understand what is significant. This article focuses on ten factors that an event planner should consider when assessing potential venues for corporate functions.
1. Location and Accessibility
One of the first facets that should be considered is the location of the venue and how easily accessible it is for the attendees. Is it located within a downtown core, with hotels and airports in the vicinity? Is it possible for one to find cheap means of transport in the area? Whenever possible, it is advised that complicated areas for travel or areas that are very far should not be considered venues. Further considerations include: Are there adequate parking facilities inside the hotel or is it close to other parking facilities? It also must be easily accessible for guests that live close by as well as those that may be traveling in from other cities.
2. Meeting Room Configuration and Usage
Check if the venue you are considering has enough space to host your guests in compliance with the number that you are planning for. Also, consider how easily the meeting rooms can be reconfigured in regards to the arrangement of the meeting space and the furniture in it. Is it possible to design the seating and divide the hall several ways to fit the need of presenting, conference, or trade show? High-ceilinged, lightly trussed spaces with a general lack of infrastructure constraints give venues the most flexibility for room size and configurations.
3. The A/V equipment and technical capabilities are as follows.
Contemporary technologies such as audio and video are critical to great corporate events. Ask the potential venues to provide facilities and equipment such as reliable fast Wi-Fi, high-lumen projectors, and professional sound systems, lighting fixtures, video conferencing among other things Also, ensure that the venues provide experienced technicians to run the equipment and solve problems. Make sure that you inquire on the electrical, wireless internet access and stage to determine if they will meet your technical requirements in case you are to provide your own Audio visual equipment.
4. Services and Products in Catering and Food Service Industry
In every corporate event that is being held, the food and the beverages that are served are important elements. Assess catering options based on the special needs of your attendees and choose flexible menus that can cater to breakfast, lunch, dinner and cocktail events. Other basics as outside vendors, preparation and storage facilities, types of services, liquor regulations, bars andtems and minimum spends should also be taken note of in the course of the venue search.
5. Ambiance and Décor
However, meeting room functionality is the utmost significant while designing an event venue, one must not overlook the ambience. It is now assumed that the attending modern audience may have certain expectations, and therefore it is worth identifying areas with beautiful design solutions, such as unusual lighting, comfortable furniture, an attractive exterior of the territory, etc. At the same time, it is necessary to consider options for using decoration, theming, signs, and VR/AR technologies.
6. Conference and Business Centers
For extended business meetings, conference facilities and business center services as break out areas pre/post sessions and meals are incredibly useful at the venue. Also, check for such features as phoneme conference and meeting rooms with their own sound and video system, computers connected to the Internet, photocopying, and printing equipment, etc Look for spaces that are available for meetings and business round-the-clock.
7. Accommodations and Hotel Partners
It is advantageous when the venues selected for large corporation meetings and trade shows are those that either have accommodations within the building or within affiliated hotels. This makes it easier to organize the arrangements for rooms reserved for a group, transportation for attendees and any discount offered to attendees on goods and services. When evaluating the accommodation options being directly related to the venue, it is also important to take into account the check-in time for hotels, shuttle services for groups, receptions and the VIP zones.
8. Exhibit hall size and layout refers to the following information;
Incorporate events which are made to mainly involve exhibitions, then the exhibit hall is one of the most crucial aspects. Be more conscious about the aspects such as the amount of space, the height of ceilings, the weight that floors can bear, lighting opportunities, and the opportunities for the layout of the place. Make sure that the booth requirements are met as it pertains to booth access, moving booth in and out, booth storage, electrical outlets, internet connectivity etc. This will go along way in satisfying exhibitors as they are basic fundamental needs of any trade show.
9. Security and Safety Procedures
Make sure to have a look at safety measures and security features of possible facilities, as the most important goal is to safeguard corporate visitors and company property. Consider items such as restricted areas, gated access, fire alarms, medical personnel, security personnel, fire drills etc. as well as elements such as Closed circuit television cameras, searches, metal detectors, entry barriers depending on the event type, business nature and celebrity turnout.
10. The key components involve customer service and event staffing support.
It is not only important that the physical location of your corporate event appears professional and welcoming, but you also want to know that their employees will also ensure that your event runs seamlessly from beginning to end. Check how much of their work experience involves events like yours and how much they value customer service. It should also define what sort of personnel is to be covered including coordinators and equipment technicians, parking attendants and security personnel. Event staff can be provided or hired additionally, but the price for it must be considered while you are weighing the overall venue pricing options.
When responding to the following checklist, it will simplify the search.
When you are visiting potential corporate event venues for future events, ensure that you use this top 10 checklist that will help you compare the different options on features that are very vital for the success for any event. Make sure that the attendees are pleased with the venue of the event by choosing the place that is perfect for the event in terms of location, layout and technology, catering services, appearance, number of rooms and services, the number of seats that can be provided and the availability of qualified staff. Make use of this criteria especially during the site visits as well as when negotiating for contracts so that none of the itemizes gets lost as you prepare towards the next corporate event.
By finding a great location to host your event, you are already halfway towards organizing a perfect event to your clients, your co-workers or other industry players. If you remain focused on the attendee experience from the moment they arrive up to the time that they leave, everything else is truly a piece of cake.
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