Planning a corporate event is all about multitasking at its finest. There are so many things that need to be kept in mind to execute a big event. Above all, you need to take a million decisions to make that event a success. Starting from the venue, setup, sound, speakers, and entertainment to catering and the list goes on. But amongst all the primary decisions you need to take is choosing the perfect venue for the event! Your venue selection plays a major role as it sets the right tone for your event. As it’s such a crucial decision that can make or break your corporate event, which can make the process of choosing a corporate event venue overwhelming.
Here are six simple tips that can help you find the perfect space for your corporate event.
Identify the purpose of your event
First things first… it is really important to know the purpose of your event before you choose the place! If it’s a conference then you may have to go for a hotel space as the delegates may need a place to unwind! You can go for a hotel like Udman, Greater Noida that not only has a good number of rooms but also multiple venues for different events as well as meetings! The event’s purpose will also help you to compare the spaces as per their facilities. You may have to check the space’s layout so that it can match the vibe if you are thinking of a product launch or an award ceremony! If you are just planning a success party then a banquet dinner would require a lit-up space that can set the right mood for the celebration. Also, you need to consider the type of attendees as well as their expectations so that you can go for a venue that matches the ambience you want to create for a particular kind of audience.
The location of the venue also matters
The location of the venue should be accessible for all the attendees as well as the vendors as it also has the ability to make or break your event. It should not only be accessible via public transport if possible but also have adequate parking space. If you have invited guests from other cities or overseas, then it should be close to the airport or their accommodation so that they can reach there with a minimum fuss.
You may also give attention to the places around the venue. For instance, if it is winding up in a day or two before a weekend then people coming from other cities or overseas should be able to spend some time unwinding after the event! There should be good restaurants or places to see around for their leisure and relaxation!
The capacity of the venue
Corporate events are usually big but they also differ as per your strength! The venue you are considering should have enough capacity to hold your guest count. Whereas, you also need to see that you don’t go overboard with the space. If you event is way too big for your guest count then the empty space would make your event feel like stale and lifeless which may kill the vibe. Therefore, choose wisely!
Make sure it ticks off all the essentials
When choosing a corporate event venue you have to see what facilities they are offering. The essential features for your event will vary depending on the occasion. Below-mentioned factors need to be considered:
• Does the venue has a stage for facilitation and speeches?
• How advanced is their AV system?
• Is the venue flexible with seating layouts available?
• Can the dance floor be customised?
• How many washrooms or changing rooms are available?
• Does it has any outdoor space available?
All these factors need to work out before you book the venue!
Catering options
No event is complete without the food and beverages, therefore it needs to be done right to make the event memorable! You seriously can’t afford to miss the mark of perfection when it comes to food. Most of the venues have their own catering or they have a number of caterers on their panel from which you can choose. Either of the cases will be more convenient for you than looking for the caterer separately! When choosing the one for your event, compare their available packages available as well as their cost.
If you are thinking of booking the caterer from outside their panel, then you need to check the space available for the setup as well as the kitchen!
Attend a live event before booking
Visiting the venue before booking is really important! You may research for them online and even do the booking. But watching the venue live is really important! Above all, we would advise you to attend an event before so that you can see what it looks like in its full glory!
You will be able to analyse the space, décor, catering, AV facilities, parking area and so on when you visit the venue for an event before yours. This will also help you to create a picture too of what your own event will look like with the people attending it! You can even do the food tasting beforehand too and decide the menu accordingly! Most of the venue managers schedule a visit for you to make it more convenient for you to book as well as envision your event!
If you keep all the above-mentioned points in mind then booking your venue will be a piece of cake for you!
