How to Choose the Perfect Venue for Your Corporate Event


Amy Yan

Updated on Jan 15, 2024

The Importance of Venue Selection

Making a corporate event a hit depends on a lot of factors, but picking the right venue is key. The venue's vibe, setup, and overall feel set the tone for the event, so nailing it is crucial. It must be practical, flexible, in the right location, and within budget.

Several factors come into play when determining a venue – from its location and expenses to its layout and amenities. In this guide, we'll walk you through finding the perfect event space, from the early planning stages to the must-ask questions when you check it out in person.

Set the Stage to Narrow Down Your Options

Before diving into venue research and arranging visits, take a moment to step back and grasp the bigger picture. This way, you'll kick off with a clear idea of your needs. Ask yourself key questions like:

  • What's the main goal of the event?
  • What kind of event are you organizing—trade show, conference, seminar, workshop, product launch, or networking event?
  • What's your overall event budget, and how much of it will go toward the venue?
  • Are you after a formal, corporate atmosphere, an artsy downtown vibe, or something in between?
  • Will the event be mainly in-person or virtual? How many people are you expecting?
  • Are you considering hiring an event management company or handling everything internally?

Finding the Perfect Event Space

Once you've got a clear idea of what you need for your event, it's time to start hunting for the right spot. The best places get booked up quickly, so start your search well ahead of your event date to have plenty of options.

Event venues come in all shapes and sizes, from conventional convention centers and hotel ballrooms to unique spots like urban lofts, art galleries, museums, historic sites, and converted barns. You might consider working with a venue sourcing service to help you find the ideal location—they might even score you better rates and terms. If you're going it alone, online directories with filters for location, size, capacity, and more can be invaluable in narrowing down your options.

Once you've found a few places that seem like a good fit, do some digging: check online reviews and ratings, and reach out to other event planners who've used those venues for their take. With your choices narrowed down, it's time to schedule site visits.

Planning Your Site Visit

A thorough, in-person visit is crucial to ensure the venue can meet your event goals. Start by contacting the venue's event planner to check availability, ask some initial questions, and set up your visit.

Before you go, create a detailed checklist like the one below to make sure the venue ticks all your boxes. Use it while you're there to assess the space's functionality and envision how it'll work for your event. As you tour the venue, ask yourself questions like:

  • Does it fit your company's image?
  • Is the location safe and appealing?
  • Is it easy to get to?
  • Are there enough parking and transportation options?

Planning Checklist

Use this checklist to evaluate potential venues during your site visits:

Cost and budget: Understand the rental cost structure and any additional fees, such as catering and equipment, to avoid budget surprises.
Capacity and size: Can it comfortably fit your expected number of attendees, and can you adjust the layout as needed?
Location: Is it convenient, with nearby amenities and transportation options?
Ambiance and mood: Does it match your event's aesthetic and tone?
Layout: Is the floor plan suitable for your needs, including seating arrangements and presentation areas?
Wi-Fi: Is there reliable internet access, and is technical support available if needed?
Parking: Are there enough spaces nearby for attendees and staff?
Technology: Does it have the AV equipment you need, or do you have to bring it in?
Acoustics and sound: Are they suitable for your event's presentations or performances?
Food and beverage: What are the catering options, and do they accommodate dietary restrictions?
Insurance: Review the venue's insurance policies to ensure they meet your needs.
Additional services: What other services does the venue offer, like event planning assistance or AV support?
Special access and amenities: Can it accommodate special needs or VIP requirements?

If you’re looking for additional help choosing a venue for your next event, book a demo with our experts from Nowadays.

Photo courtesy of: The High Line

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