Planning a corporate event can be a challenging task. Choosing the right corporate event venue can smooth out many of the decisions that must be made in order to pull off the perfect event. Below you’ll find five of the most important tips in searching and deciding on a space.
Overall Vision
Be sure to have a planned vision for your event. This will serve as a baseline when you contact event venues. You’ll be able to omit venues that do not have elements that fall in-line with your overall event vision. You’ll be more prepared to ask questions in order to streamline the process of choosing the perfect venue.
One Point of Contact
A single point of contact is crucial to pulling off the perfect event. You have one point of responsibility and you’ll be able to ask about their specific experience with corporate events similar to yours. You will no have to jump through hoops trying to get answers to crucial questions and you’ll be able to build a relationship with your internal event planner.
In-House Services
Choosing an event venue that has a large selection of in-house services can make your life much easier. Trying to find entertainment options, catering companies, a/v technicians, linen providers, room decorators, well the list goes on, can really pull you in many directions. Relying on your in-house corporate event services will help in the decision process. Be sure to ask about overall experience in each area to make sure the in-house services are up to the quality level you expect.
Pin Down The Date
Many events are planned years in advance. Knowing your exact dates will allow you event venue search to roll along smoothly. Juggling event dates can affect your overall pricing. Many event venues charge different prices a peak times of the year, such as late November and the first two weeks of December. These dates are considered peak because of company holiday events and awards ceremonies. You’ll want to explore specific holidays around your dates chosen to make sure they do not conflict with long weekends based on religious events or even national holidays.
Get It All In Writing
You’ll want to make a checklist long before the event and have all responsibilities between you and your corporate event venue assigned. This must be a list with each and every detail planned out. Events can have hiccups based on details not discussed. This is why having an experienced corporate event venue planner in-house is crucial. All details need to be written into the eventual contract you’ll sign with the event company. Relying on verbal agreements is not conducive to executing the perfect event
Final Thoughts
Our list is just a few of the elements that are involved in the planning and execution of a successful corporate meeting, picnic, teambuilding functions or corporate awards ceremony. Event planning is all about the details. Everything must be planned down to the number of forks by the plates and the number of staff. You’ll come to find that choosing a corporate event venue is much easier when you can rely on the experience of the venue you choose or the in-house event planner.
