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9 things corporate event organisers should consider when choosing a venue

  • Choosing a venue is probably the most important decision you need to make when planning a corporate event. Get it right and you can ensure the logistics are easy to handle and the planning is simple. Get it wrong and it can cause an enormous range of problems that won’t be easy to fix. Here, Dakota Murphey, alongside innovative party marquee specialists Arabian Tents, give nine key elements you need to think about when you come to choose the venue for your corporate event. 

    Location

    Location is a truly vital aspect when choosing a venue for your business event. Think about who your attendees are going to be and how easy it will be for them to get there. Even if the event you’re planning is truly spectacular, people will be unlikely to attend if they can’t go there and back easily. So even if you’ve found a venue that is absolutely perfect, except for the fact that it’s in the middle of nowhere, you might need to consider changing it.

    Capacity

    You always need to overestimate the venue capacity you will need, rather than underestimating; while 100 people can fit into a 200 capacity venue, 200 cannot fit into a 100 capacity venue, and there would be nothing worse than turning people away at an event you have invited them to. Try to get the most accurate capacity data you can by making sure people RSVP to event invitations.

    Services

    You need a venue that can provide you with the services you need to make the event a success. It’s always worth checking every single detail rather than assuming otherwise you can be in for an unpleasant surprise. Does the venue have free Wi-Fi? Are there tables and chairs available that you can use? Is the PA system up to scratch? These are the sorts of things that you might assume are included within the price of hiring the venue, but sometimes they are not.

    Food and drink

    Just as with the other services available, food and drink can be a very important part of a business event. If you’re planning to do your own catering or hire in an outside firm, make sure that this is allowed under the terms of hiring the venue. Alternatively, if you want to use the venue for catering, you need to establish whether they can provide it and whether their kitchen facilities are suitable for you.

    Acoustics

    It might seem ridiculous, but make sure you visit a venue before commit to it so that you can test out the acoustics. Bad acoustics in a room can make it impossible to hear speakers or leave the attendees having to shout over the amplified noise of the crowd. If the acoustics in the room are poor it can ruin all the hard work you have put it to making the event a success. Look into whether similar kinds of events to yours are often held here – this could be an indicator that the acoustics are fine for this sort of occasion.

    Parking

    Parking is so crucial to whether your event can be carried out effectively. This is not just for the guests that are attending but also for any potential equipment that needs to be brought to and from the venue. If there is no easy access to parking it can make the rest of the event far more difficult to arrange.

    Accessibility

    Unfortunately some event planners get caught up in their own plan and they overlook vital details, such whether the venue is accessible to everyone. Can the venue be accessed by those using a wheelchair? Are there changing facilities for those bringing babies with them? Is the venue only accessible via steep steps that would be difficult to traverse for those with walking difficulties? Ask yourself these questions before you commit to a venue.

    Reputation

    Of course your own research is vital to choosing the right venue, but it’s also essential that you make sure that other people have had good experiences at the venue as well. If it all seems great in practice, but the venue has a bad reputation it could be that you’ll have to rely on the experiences of others to guide you.

    Cost

    Never forget that you are working within a budget. It can be easy to find the perfect venue and not really think about how much it is going to cost. But it can be so easy to blow the entire budget and a venue and then be left with nothing to organise the rest of the event.

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