When planning an event, you are faced with numerous choices. Corporate venue hire is the most crucial decision you’ll make for your event. The date event, food options, and the overall satisfaction of participants are all influenced in some way by the venue you choose.
Isn’t this a little daunting? You don’t have to be like that. Here are some tips to streamline the process:
What to Think About When Choosing a Location
- Geographical location
Venue location is undoubtedly something you’ve already pondered. You may be looking for a venue within a fair distance of most guests’ homes or places of business for a local event. If many people are arriving from out of town, a location close to the airport or their accommodation will be advantageous. In any case, don’t forget to factor in traffic in the area, parking availability, and travel arrangements to the venue. Do get a contract drafted between the location provider and yourself to avoid any last-minute surprises.
Create a mobile app for your guests, which is essentially a norm these days if you want to lessen the chances of them being late. Your attendees will be relieved to have GPS maps, driving routes, and parking details. Maps with pins are handy if the site is located within a large campus or institution. Attendees will be able to explore more easily in events that include exhibits, banners, or other types of visual media.
2) Parking Facilities:
Is there a parking lot or valet service at the venue? Dreams are built of a facility with a parking lot. If that’s not the case, are there any adjacent parking lots that attendees can use? If there isn’t any parking available, you don’t have to worry because you have a few options:
- You can book neighbouring parking lots for your guests and either include the cost in the ticket price or charge them when they arrive.
- Take a peek at the discounts offered by cab aggregators for specific events. You can work out a deal with them and provide the promo code to your attendees.
- Even if the venue does not have valet parking, you could offer it for the event. If the event is a high-end affair, a valet service may be required.
3) Venue Facilities:
- Is the venue equipped with a kitchen and able to accommodate your event needs?
If this is the case, a venue may forgo the facility fee in exchange for a down payment and the cost of meals for each guest. Those venues without kitchens may associate with a food service supplier that may fit your specific needs. You should double-check the food service provider’s menu ahead of time. It can leave a bad aftertaste for your attendees’ if it isn’t good enough. So, either choose a venue that serves excellent cuisine or one that permits you to bring in outside caterers.
- Do you have access to tables, chairs, and linens?
If the venue provider is providing you with the furniture that matches your theme and style of the event, then you’ll end up saving quite some dollars and time as you won’t have to hire a separate service provider.
As you can see, there’s a lot to think about when selecting a site for your event. However, if you keep the above in mind when conducting your research, corporate venue hire or any other event organization won’t be an ordeal anymore. After you’ve decided on the event date and location, you’ll need to establish event websites and agendas, market the event, sell tickets, and begin interacting with your guests.