This may sound easy but the venue you choose for your corporate event can make or break your event (and destroy all your hard work and good intentions.) Meaning that it’s important to get right, otherwise you’ll be remembered for that “disaster event” rather than that “excellent party.” So how do you pick the right venue? What do you need to take into consideration? Well have no fear because the Eventa team is here to help with our tips and tricks…
Have dates in mind
Before you plan anything you need to have dates in mind: this information influences everything from availability to the actual venue hire price. Also think about what time your event will start and finish. After all, you need to keep in mind when your guests are able to attend the event and if the chosen time is the appropriate time for the chosen (for example, a 9pm summer fashion show indoors isn’t ideal.)
Know your budget
Naturally before you start getting party planning happy, make sure you know what your budget is and get this signed off by management/those in charge of giving you the money. That way you can plan and break down elements of your party accordingly and you won’t end up with any nasty surprise invoices after the party.
Research different venues
The obvious choice would be a hotel venue as they are normally well catered for and come well prepared for hosting. However, there are other options as well, such as bars, restaurants, gardens (like the Murder mystery garden party we held recently!), art galleries, etc. So really exercise your creative thinking and try to visualise what type of venue your guests would like and whether or not it goes with your theme (if you have a theme that is!)
Can it accommodate your event?
It’s all well and good picking a delightful little café but if you plan to throw a fire juggling entertainment slot then it’s probably not going to work is it? This is also the time to check other things such as can the venue accommodate your production, entertainment, A/V, sound, and other technical needs?
Does it give off the right image?
Does the venue represent your company to the highest standards? Is the service good and reliable? What’s the venue’s reputation? This is often something many people forget to check and (much like the venue itself) can make or break a party. So ensure that you’ve double checked how flexible the venue are and whether or not the staff treat you like a VIP client – because they should. Regardless of the type of event you’re booking.
Get approval from management
At the end of the day they are the ones who are going to be paying for it so it makes sense to check whether they actually like the venue – let alone whether or not they are happy to pay for it. Personally, we recommend narrowing it down to two venues before approaching the boss. Have one as your favourite and one as a back-up. Just in case the boss prefers one over the other or (heaven forbid) one venue gets booked up during the selection process.