Whether you’re planning a huge conference or a small corporate gathering, the venue is the first – and often the most important – decision you will make.
Once you have the corporate event venue in place, all your other plans will start to take shape. After all, everything from the number of attendees you can accommodate to the choice of food and beverages will depend on your options for venues.
But what are some of the most crucial factors to take into account when choosing venue locations? Let’s take a look!
1. Location
In most cases, the best location for your corporate event will be a convenient and accessible point for the majority of your attendees. Attendees for events often come by car so venues near highways such as the Midlothian Conference Center tend to be easier to access than venues in busy city centers. Or, if you’re expecting mostly out-of-town attendees, a venue near the airport could better.
2. Capacity
Although not all of your expected attendees for events may turn up, you have to plan as if they will. That means finding a venue with a big enough maximum capacity to accommodate everyone. As well as ensuring enough space and amenities for everyone to be comfortable, the venue will have fire and safety regulations to adhere to.
3. Parking
Parking options for venues can be more limited than you might have expected so finding a venue with ample parking is like striking gold. If a venue doesn’t have a big enough parking lot, find out if you can reserve a nearby parking lot or set up some kind of discount with a local transport provider.
4. Service and Amenities
As well as common venue amenities such as restrooms, tables, and chairs, you will need to find out if the venue fulfills any more specific requirements you may have, such as audio-visual capabilities and good acoustics.
Attendees for events will also expect a choice of food and beverages. Make sure to ask about the venue’s kitchen and catering options, and if they have their own clean-up crew.
5. Accessibility
Elevators, priority parking, and accessible restrooms for attendees for events with limited mobility are vital to ensure an accessible event. But, you should also find out whether the venue has inclusive signage and trained staff to make the event more welcoming for every one of your attendees.
6. Cost
You’re going to spend the majority of your event budget on the venue so cost is a huge factor to bear in mind. That said, when choosing venue locations, the cost can vary a lot depending on when the event is. If you do have some flexibility on the dates, ask your top contenders for their most economical dates to see if you can stretch your budget further.
Factors to Consider When Choosing a Corporate Event Venue
With all these considerations, it might seem that finding a corporate event venue is tougher than you expected.
Luckily, most venues are constantly improving their services to remain competitive. That said, always double-check all your requirements as you don’t want to leave anything to chance!
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