A company event should be professional, engaging, and enjoyable. To achieve all of this, you need to develop the goals and objectives that you want to achieve at the event and a budget that will support it. You will need to decide on elements like how many participants to invite, what speakers to recruit, what kind of food you will provide, and whether to have music. Once you have a general idea of these answers, you should select a venue that can accommodate your needs. When thinking of a venue it is important to take into consideration these factors:
Location of the Venue
To help you narrow down what venue to use, consider the following questions: How will people be traveling to the event? Will they be flying or driving? If they are flying, try to select a location that is a reasonable distance from the airport and isn’t overly complicated to drive a banquet hall. If people are driving, make sure there is enough parking to accommodate all your guests. If there isn’t, consider hiring a shuttle service to provide them transportation.
Layout and Space | You want to make sure the space you are renting is big enough to accommodate the number of people that will be attending. Generally, it is wise to rent a space that is a little larger than the number of participants. That way, you won’t run into issues such as bathroom lines and overflowing trash cans. The layout is also really important. Does the venue have enough rooms to accommodate your needs? Are the bathrooms far away from where workshops will be hosted? Make sure the layout is easy and convenient.
Amenities | What does the venue offer? Do they have projectors, screens and other A/V needs? Will they provide tables and chairs? Can they cook and provide food in house, or will you need to arrange this with another vendor? Another big question is whether the vendor includes clean up in their cost. If not, you may want to consider hiring a cleaning service to tidy up after your event. If you are hosting a multi-day event, consider hiring a service to come in after each day concludes so that the venue remains professional looking.
Nearby Accommodations | If participants will be at the event all day long and you don’t plan to provide meals or they will be staying overnight, you’ll want to be sure that there are accommodations near the venue such as hotels and restaurants. If people will be walking between the venue and hotel, you will want to ensure that the area is safe and people can easily travel by foot.