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How can I choose a venue for a corporate event?

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Smokey Glen Farm Barbequers
How can I choose a venue for a corporate event?

1. Space and layout

Look carefully at the space to make sure it meets your event needs. Is there a capacity limit? If you need breakout rooms, a stage or a networking area, find out if the facility can accommodate. Often the spaces outside of the main meeting room are not considered fully when appraising a venue, but they are vital to delegate connections! How flexible is the floor space? Can rooms be changed around if needed? You don’t want your conference to seem half empty by renting a room meant for 300 if you have only 50 attendees, so choose spaces with this in mind. Will you have full use of the venue, or will other events be happening?

2. Location, accessibility and parking

If your meeting or event delegates are traveling from out of town, you may want a venue near the airport, train or central transportation. Find out if parking is provided, what any extra costs might be, or if alternative transportation can be arranged. If on-site parking isn’t available, consider reserving nearby parking for attendees, or book transportation such as a shuttle bus, Uber or taxis. For local meetings or events, consider a venue close to your office to encourage attendance (or farther away to create a change of scene).

3. Services and amenities

Be careful not to assume that all venues offer the same level of service and inclusions, or that all amenities will be available for your event. If you need additional services like special catering (including dietary requests), floral arrangements, pads and pens, audio-visual services, IT support, staging and lighting, decor for event production, ticketing, transportation, or sight seeing tours for the guests, find out what your Event venue DC offers or if they have preferred vendors you can work with. Vendors recommended by the venue may have more experience on site, know things like outlet capacity or the best entrances for catering, and can help you avoid missteps.

4. Atmosphere

The ambiance and décor of a space can set the mood or tone for your meeting. If you need serious decisions made or a polished professional image to be cemented, consider that when selecting your venue. If you’re looking to inspire creativity or engender bonding among your team, consider spaces that easily accommodate hands-on or group activities or give off a fun vibe. If you’re having an award ceremony or gala, choosing an elegant or inspiring space matters. Everything from the style of furniture to lighting to architecture of a space contributes to the atmosphere. But don’t overlook acoustics. Be sure to check outside the space for noise issues or nearby activities that might interfere with your plans.

5. Food & Beverage

Decide what sort of meals, breaks, snacks or refreshments you will be offering and determine what is included by your venue. Do you need a sit-down meal or buffet-style? Can the venue accommodate special dietary requests such as gluten free, vegan or Halal? Is the food prepared on site, and are fresh ingredients used, or is outside catering needed? If alcohol will be served, is an alcohol license and bartender needed or is it provided?

6. Audiovisual /Tech

Most likely your meeting will have some AV and Wi-Fi needs to accommodate PowerPoint or slide presentations, videos, demonstrations or Internet connections. You may need microphones, projectors, screens or special lighting. Discuss what your venue can provide, what is included in the fee, and what you need to rent from an outside vendor.

7. Lodging accommodations

When planning out-of-town corporate events DC or inviting teams from other locations, it may be convenient to select a venue that offers overnight lodging, or that is near a suitable hotel. If the venue can’t accommodate all of your guests, arrange for transportation, or let people know if you’ll be covering the cost of taxis.

8. Staffing

Find out what sort of staffing support is provided and what experience the staff have with similar events to yours. Are there enough waiting staff, concierge support and security for your event, or will you need to hire more staff? Do they work overtime? What do they wear? Will they help with checking in attendees, managing registrations, or ticketing (if needed)? Do they handle all the setup and clean up? Carefully consider your attendee to staff ratio to determine if you’re covered.

 

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