If you’ve been tasked with planning your company event, getting the venue right is crucial. Whether it’s a large conference, a small meeting or a glamorous gala dinner, the venue choice can really make or break an event.
We’ve come up with a list of six things to look out for when venue finding:
One of the most important things about your event is its location. It should have good transport links and plenty of parking, and if the event takes place over a few days, you may want to consider accommodation. A venue that is easily accessible is very important as it can help prevent delegates from arriving late, getting lost, or not showing up at all.
Firstly you need to confirm the number of delegates expected to attend your event and then work out what the types of equipment will need in the room too. It’s essential that the venue’s size and capacity is right; too small and you risk being overcrowded and uncomfortable, too big and your guests looks lost.
Food and Drink
If the menu is good, it will be one of the things your guests will be talking about long after the event has taken place. Whether it’s canapés, a three course meal or a drinks reception, make sure there is something to suit everyone’s tastes. Remember to offer vegetarian alternatives and see if the venue can cater for those with special requirements such as food allergies.
Take a look at the technology available and ensure the venue can provide technical support on the day. The majority of good conference/meeting venues will have high quality AV equipment and choose somewhere that offers Wi-Fi as there’s no doubt many of your attendees will want to use their laptops, tablets and smart phones.
Before choosing a venue, make sure you’re happy with the all of the facilities, staff and customer feedback. You know you’re in good hands if the service is outstanding, and your attendees are far more likely to enjoy the event.
Date and Time
It may be obvious, but before you fall in love with a venue, check that it is available on the dates and times you require and then check your own calendar for significant events around the time you are planning. Check events taking place within the industry, seasonal events and ask potential attendees if the date will be suitable for them.