The correct location for your company meeting, event, conference, or training is just as crucial as meticulously preparing the schedule of sessions or selecting speakers to ensure your success. The right location might mean the difference between a great training and networking experience and uneasy attendees who are looking for a way out. What elements can influence the success of your meeting? Consider the following factors when selecting a corporate venue for your corporate meeting, workshop, or training.
- What’s included
When asking a venue for a price, go over the specifics of the event and the activities you plan to deliver to get a clear image of all potential costs and fees. Inquire about the venue fee’s inclusions. Are taxes and service included? Is there a charge for set-up or take-down? Is there a charge for linens, tables, or chairs? Are there any minimums for food and drink? Are Wi-Fi and audiovisual equipment included in the price, or will they be extra? Make sure you’re comparing apples to apples when comparing venues. Some provide all-inclusive prices.
- Layout and space
Examine the space to ensure that it meets your event’s requirements. Is there a maximum capacity? Find out if the building can accommodate breakout rooms, a stage, or a networking area. When evaluating a location, the spaces outside of the main conference room are sometimes overlooked, but they are critical for delegate connections! How adaptable is the floor plan? Is it possible to rearrange rooms if necessary? You don’t want your conference to appear half-empty by reserving a place that can hold 300 people when you only have 50 people, so plan accordingly. Will you have complete access to the location, or will other events be taking place?
- Accessibility, parking, and location
You may choose a venue near the airport, railway station, or major transportation if your meeting or event delegates are coming from out of town. Find out if parking is available if there are any additional expenses, and if alternative transit can be arranged. If on-site parking isn’t available, consider booking nearby parking for attendees or hiring a shuttle bus, Uber, or taxi. Consider a place close to your office for local meetings or activities to increase attendance.
- Commodities and services
Keep in mind that not all venues provide the same level of service and offerings, nor will all amenities be available for your event. Find out what your venue has to offer or if they have preferred vendors you can work with if you require additional services such as special catering (including dietary requests), floral arrangements, pads and pens, audio-visual services, IT support, staging and lighting, event production decor, ticketing, transportation, or guest sight-seeing tours. Vendors suggested by the venue may have more on-site experience, know things like outlet capacity or the best catering entrances, and can assist you to avoid mistakes.
The mood or tone of your meeting can be created by the ambience and décor of the room. Consider this when choosing your setting if you need to make important decisions or establish a polished professional image. Consider places that can readily support hands-on or group activities or give off a pleasant atmosphere if you want to promote creativity or foster team camaraderie among your employees. Choosing an exquisite or exciting setting for an award ceremony or gala is important. The atmosphere is influenced by anything from furniture style to lighting to the architecture of a location. But don’t forget about the acoustics. Check for noise issues or neighbouring activity that can interfere with your plans outside the venue.