A Brief Guide to Choosing A Corporate Event Venue

A Brief Guide to Choosing A Corporate Event Venue

If you wish to organize an event, the process can be highly overwhelming and problematic.

At first, choosing a venue is the single most crucial decision that will affect the entire corporate event you wish to make.

Choosing a Vancouver event venue rental will affect other factors as well including the pleasant experiences, number of attendees, catering options, and date of the event.

That can be highly intimidating, which means you should follow this guide to learn how to choose the best venue for your requirements.

It is essential to start searching as soon as possible. You can start searching for the venue when you get the best understanding of space requirements, estimated event size, and budget.

You should book it at least four to six months beforehand, which will allow you to plan the essential aspects, including event brochures, catering, and websites.

Things to Consider When Choosing a Venue


1. Location

The first thing you should consider when it comes to the venue is located. If you wish to create a local event, you need to ensure you find a platform close to the attendees’ places of work and homes.

If you expect them to come from other places, towns, and countries, you should ensure a venue is close to a specific hotel or airport. It would help to consider a few things, including parking options, transportation, and traffic, among other things.

That is why you should contact the provider and get an official contract because changing it is the worst thing that can happen, especially if you are organizing conferences with numerous attendees.

You can create a mobile event app, which has become a standard. The app will feature driving directions, GPS maps, and shuttle/parking information, which will provide them with peace of mind.

If the venue is within a prominent institute or campus, maps that feature pins will help them.

On the other hand, if you are planning events with parallel sessions, posters, and exhibitions, you should implement a map so attendees can navigate without any additional hassle.

You should click here to learn more about corporate events.

2. Parking

Another important consideration is to ensure a particular venue comes with enough parking lots. The best way to ensure enjoyment and comfort is by finding a venue with a private lot with valets.

However, if that is not the case, you should check out the nearby and closest lots and rent them for attendees to provide them peace of mind.

You should avoid venues without enough parking lots, but if you find yourself out of luck, you should consider a few things, including:

  • Reserve nearby parking lots for attendees, which you will include the ticket costs. On the other hand, you can let attendees pay for parking instead.
  • You should check out whether specific limo services offer discounts for events. For instance, you can negotiate with them to provide discounts to your attendees, which is another way to help others reach your venue with ease.
  • Find ways for attendees to share cabs, limos, or rides, which is an excellent networking option. They can use conference apps for group chatting to determine the best course of action.
  • Finally, you can add valet parking by yourself, which is essential for upscale corporate events, especially if you wish to leave a long-lasting impression.

3. Minimums and Capacities

One of the most critical considerations is determining the room capacity of the event and whether the number of attendees matches the number. For instance, two hundred people cannot comfortably fit in a small venue with only fifty people.

Therefore, you should determine the number of people that will visit your conference and choose the venue accordingly. At the same time, you should learn more about F&B Minimums.

We are talking about whether a particular venue will offer you food and beverages depending on numerous packages and options. In case you estimate more spending than the venue requires, it means you are a good customer.

It would be best to ask about additional services, including A/V support, Wi-Fi speed, and many more. The main idea is to adjust based on the feedback from attendees.

Therefore, you should make informed adjustments in case something happens, especially if you need more room than previously agreed

Still, you should collect the feedback and headhunt by using specialized apps that will save you both money and time.

4. Amenities and Services

You should check whether a venue comes with a kitchen or use other means to provide you catering you agreed beforehand. If that is the case, they will charge you a down payment for each attendee and foot expense.

Remember that areas without a kitchen can outsource a food provider for catering purposes, which means you should check out their food before you make up your mind.

Remember that if you do not enjoy, the catering can lead to negative impressions to your customers. Therefore, you will either change the whole place or choose someone else to prepare food.

Check out this guide: https://www.wikihow.com/Plan-a-Company-Event to learn how to plan a corporate event with ease.

Additional Things to Check Out:

  • Linens, chairs, and tables – You should know that the venue needs to have these items, saving you effort and money. Of course, you need to ensure that things match the ambiance and décor you wish to present.
  • Clean-up/Setup Crew – It is essential to find someone who can set up and clean up everything afterward. In some cases, places you choose will have their people, but that is not the case in all situations. If they do not feature these services, you should find volunteers to help you out or hire someone to do it for you.
  • AV Capabilities – Finally, you should check out whether it features built-in audio-visual equipment you can use. If that is not the case, we recommend you choose another option because renting and placing a whole new option can be expensive and time-consuming.

The main idea is to find a perfect venue where you will get everything for the money, which will leave the best impression on your business partners and potential clients.