Overwhelmed searching for the perfect venue for your corporate event?
Don’t worry, you're not alone.
Selecting the right venue for any event is a critical decision that can significantly influence its success. The venue sets the tone, shapes the experience, and can either enhance or hinder your event's overall objective.
In this blog, our team shares three essential tips to help you choose the perfect venue by focusing on key factors like location, facilities, and brand alignment. These insights will give you the confidence to make informed decisions that lead to an incredible event.
Let’s get started…
Tip 1: Consider the Location and Accessibility
It seems simple but the location of your event is paramount. A central, easily accessible location ensures that your attendees can reach the venue without hassle, which can significantly impact attendance rates and overall satisfaction. A one-day event for local employees has different considerations to a multi-day conference for national or global guests.
What to think about when considering a location:
- Proximity to Airports and Public Transportation: Ensure the venue is close to major transport hubs to accommodate out-of-town attendees.
- Availability of Parking: Adequate parking facilities are essential, especially for local attendees.
- Access to Off-Site Amenities: Venues near restaurants, hotels, and recreational facilities can enhance the overall experience for attendees.
The Ideal Location
For different types of corporate events, ideal locations might vary. For instance, a tech user conference might prefer an easily accessed venue in New York City like Second Floor, while a local family business might opt for a more traditional setting in Connecticut like Aquaturf for their employee awards event. Always align the location with applicable logistics for your attendees.
Tip 2: Evaluate the Venue’s Facilities and Services
We cannot stress enough the important role facilities and services play in the success of your corporate event. The right venue has the opportunity to transform an ordinary event into an extraordinary experience for everyone involved. Here are some things to keep in mind when considering your next venue.
Venue Policies—Read The Contract
At the onset of your search, obtain a copy of the venue contract. Review it carefully for restrictions and costs that will impact your event plans including: catering, decor, access to Wi-Fi, cancellation policies (by you or by them), union labor, rigging, and outside AV providers.
When your event plans include the use of an outside partner, have a candid conversation with the venue staff and clearly understand how flexible they will be with the contract.
Flexibility and Responsiveness of the Venue
Assess the venue's flexibility and responsiveness during the selection process. A venue that is cooperative and willing to accommodate your needs will likely be more supportive throughout the planning and execution stages.
If the venue is unresponsive or inflexible, it might be a sign of potential challenges down the line.
Collaboration with Your Partners Early
To ensure a comprehensive event plan, involve your partners early in the planning process. Tell them the venues you are considering for pros/cons. Invite them to the walk through and they will help to uncover possible issues, but also see opportunities that could lead to cost-saving strategies.
For instance, a partner can assist in overlaying your event needs with the venue's seating plan to ensure there is enough space for all elements, including stage, décor, and AV equipment.
Suitability of the Room for AV Setup
Since we are an Event Production company, you need to know that the physical characteristics of the room play a crucial role in determining the effectiveness of your AV setup. Consider the following factors:
Ceiling Height and Obstructions: Low ceilings or hanging chandeliers can obstruct projection and lighting setups. Ensure the room has adequate height and is free from obstructions that could interfere with your AV equipment.
Acoustics: Poor acoustics can ruin the audio experience. Look for venues with good soundproofing and minimal echo. Acoustic treatments or sound-absorbing materials might be necessary to enhance sound quality.
Power Supply and Connectivity: This might sound obvious but it's key—ensure the venue has sufficient power and connectivity options to support your AV requirements.
Room Layout and Seating Arrangements: The layout of the room should accommodate your AV setup without compromising seating capacity. Remember that large AV setups can reduce the number of available seats, so plan accordingly.
We strongly encourage clients to bring us with them to the site visits—or simply ask us about the venue before they sign
—Donald Guzauckas, Vice President at HB Live
Tip 3: Align the Venue with Your Event’s Brand and Purpose
The venue should reflect the brand and goals of your event. The ambiance, style, and size of the venue all contribute to the overall experience. A venue that aligns with your brand can reinforce your message and leave a lasting impression on attendees.
For a high-tech product launch, a sleek, modern venue with cutting-edge technology would be ideal. Conversely, a more traditional venue might be suitable for an academic conference or a formal corporate meeting. When your event features networking or workshops, the availability of open spaces and close-by meeting rooms is critical. An executive retreat might lean to luxury, while a training conference leans functional.
Finding the Perfect Venue Comes Down to Careful Planning
Choosing the right venue for your corporate event involves careful consideration of location, facilities, and brand alignment. By following these three essential tips, you'll set your event up for success (and reduce your stress as an event planner).
Go with your gut. If the venue is not responsive nor collaborative during the selection process, there’s a good chance that’s how you’ll be treated during the whole planning process.
—Donald Guzauckas, Vice President at HB Live
Thorough research and planning are key to selecting the perfect venue. Remember to involve your AV production partner early in the process to avoid any last-minute surprises.
Let our expert team guide you through the venue selection process. Contact us today and together we’ll find the perfect venue!
