Choosing a venue for your corporate event

Things to consider when selecting a corporate event venue

Choosing a venue can be a daunting process especially as there are so many things to consider in the decision making process. You should follow these guidelines to determine the suitability of a venue.

To begin with, the four most important factors in choosing a venue are:

1. Capacity

The number of guests that you are inviting, and the type of party you are planning e.g. reception, buffet, or sit down meal, will all determine the size of the venue you require.

2. Location

Choose a location that is easily accessible for your guests. If your guests are travelling from out of town, make sure there are good transport links and accommodation nearby. Consider any potential difficulties your suppliers may face in getting to and from the venue.

3. Availability

Before you contact a venue or your event organiser, identify several possible dates for your event. Remember, if you want it to be held at the weekend, some venues book up very far in advance. If you are working to a tight time scale you may have to consider a weekday.

4. Budget

Your budget will have a major impact on narrowing down a shortlist of venues. Be sensible; don’t overstretch yourself on the venue in an effort to impress people then find you have little left in the kitty to actually make the experience enjoyable for your guests.

At this stage you won’t have an idea of what the final costs are going to be but the venue will be able to give you a “ballpark” figure per head for certain elements.

By now you should have a shortlist of venues that fulfil the most important criteria. To narrow it down further, it’s time to pay the venue a visit to look at their facilities, function spaces and overall appearance. Never choose a venue on their promotional material alone.

When you visit a venue, consider the following:

1. Event space

Ask to see the space where your event will take place, from the reception area, through to the function suite, toilets and other facilities. You need to make sure there is enough space for you guests to be comfortable, and for other equipment you will have. For example a dance floor, stage, AV equipment and room dressing.

2. Service & quality

Think about how you were treated on your visit there – would you want your guests to be treated in the same way? Were the staff professional, polite and helpful? Take the time to look around the whole venue in detail, for example look at the chairs, the tables, toilet facilities & general appearance of the venue.

3. External suppliers

If you intend to bring in other suppliers to help create your party, make sure your venue is flexible enough to allow this. For example, if you want to use draping or specialist lighting, you may well need permission from the venue to do this.

4. Catering policy / menu

While you visit the venue, you must try their food! Don’t choose a venue based on their menu selection alone – ask for a tasting of the menu you like – never assume it will be as good as promised! Alternatively, if you want to bring in an external caterer, ask your venue if they allow this.

And now down to the final nitty gritty details that you need to think about …

1. Extra Facilities

Depending on the guests you are inviting, you will need to consider the facilities they offer. For example, is there acceptable disabled access to the venue? Do they operate a child friendly policy? Is there adequate parking?

2. Regulations

Check with your venue about any fire safety regulations they may have that will impact whether you can use candlelight or haze effects in the room. Bear in mind as well, that a room’s air conditioning unit can have a major impact on candles.

3. Table Dressing

If you are hiring in linen, will the venue set this up for you? If so, what do they charge per piece? Are you happy for them to set-up for you or would you prefer your supplier to handle it? Compare costs, expertise and make an informed decision.