Picking the perfect space for business events can make them memorable. Guests will notice when venues feel too cramped or look lightly decorated.
Some corporate gatherings require the right acoustics or ambiance to keep guests engaged. Others require the right scenery so guests will participate.
Picking the best venue for your business benefits from careful planning.
For example, consider holding 3-day events with guest list sizes of 1,000 or more at hotels or conference centers within walking distance of hotels.
The location allows guests to seamlessly go from sessions to restaurants and back to sessions with minimal transportation needs.
On the other hand, it’s best to hold intimate affairs in cozy spaces where guests can easily network and listen to speakers.
Corporate travel managers and event planners can narrow down their options by considering several factors, including:
- Guest list size
- Event type
In addition, develop relationships with venue representatives, who can discuss their spaces’ benefits, prices, and accommodations with you. Even though a raw space might not work, the venue might have the capabilities to make adjustments and improve its viability for your gathering.
We outline how to choose the best venue for your business event.
Start picking the perfect space for your upcoming event by considering the type. Different spaces serve different event types best.
For example, hotel meeting rooms are great for luncheons, while museum lobbies are best for charity functions.
Other events types to take into account are:
- Conference centers
- Golf resorts
- Historical landmarks
- Art galleries
- Community centers
In addition, if your company plans to hold a company retreat, consider picking outdoor spaces away from nearby cities and traffic.
Hotel Engine offers tips on finding the perfect space and ideas for company retreats.
Location is another essential factor when searching for the perfect business event space.
Some options include:
- Business district
In many cases, the event type will dictate the best location.
For example, corporate travelers will appreciate events near airports, while young startup entrepreneurs enjoy visiting business districts and downtown areas.
Next, consider the parking options, even if most guests arrive by chartered bus or ground transportation services.
Chartered buses need somewhere to park, as do other guests.
Downtown spaces usually offer sparse parking options. Thus, event planners must add valet parking services. Even hotels located in business districts might charge for parking – so don’t forget to ask.
Guest List Size
The perfect venue will accommodate your guest list size. All spaces have capacity limits placed on them by the local fire department and related authorities.
Moreover, it’s imperative to book the right space size.
For cozy events, avoid booking venues meant for large audiences. It will make the gathering feel under-attended. On the flip side, avoid booking small spaces for large guest lists – it will raise the temperature to uncomfortable levels.
Event venue representatives can suggest ways to optimize spaces, such as setting up panels to make large areas feel cozier.
Access to on-site Amenities
Some events require audio/visual equipment, lighting, and high-speed internet access. Thus, point out your needs while speaking with space representatives.
In addition, it helps when venues also offer the following:
- Break areas
- Well-maintained bathrooms
- Table and chair rentals
- Business equipment access
- Podiums for speakers
List your needs and request them when speaking with the venue representatives.
Serving food, such as meals, snacks, and drinks, are smart ways to keep guests engaged, powered, and satisfied. Day-long events benefit from serving meals and snacks, while you can limit food options to snacks and drinks for shorter gatherings.
Thus, determine if you prefer to have food options catered on-site or delivered.
Many restaurants, even high-end establishments, now offer catering and delivery options thanks to the events of 2020 and 2021. Therefore, it’s possible to find tasty options for delivery.
Venue Cost and Fees
Finally, consider your budget. Event planners can use budgets as the starting and ending points. Sometimes the perfect venues will request extra costs and fees.
Other times, nearly perfect space will require lower costs and fees.
After considering the factors we listed above, you’ll see if the venue costs and fees fit your budget. Planners who see that their budget requires adjustments have better information to work with and can make better-informed decisions.
Corporate travel managers and event planners who assemble several events benefit from developing a list of spaces that fit varying event types. Remember to consider event size, location, and access to on-site amenities.