Site selection for corporate event venues requires plenty of thought.

Signing with the first venue that has availability or the cheapest rate can be a mistake. That is why we've created this detailed guide to help. These tips can help you find corporate event venues that will be perfect for your event.

Destination:

airport

When considering the location of a venue, you need to consider accessibility and the environment.

Is It Accessible?

How easy will it be for your attendees to get to the destination? What costs are involved? An expensive trip adds to the out-of-pocket expense of your attendees and can cut into your numbers.

Is the venue close to the airport? Is there adequate airport assistance? How many flights come into your destination? If the airport is a major hub, your attendees will have more travel options and rates are usually lower.

Will your event be during peak season? This will play into the costs of hosting and travel.

Is there adequate shuttle, taxi and limousine service? How much will the shuttles and taxis cost? Is there enough parking? This is especially important at hotels, when hotel guests will also be using the parking lot.

What About The Environment?

Is your venue set off by itself? Or is it convenient to area attractions? What local attractions are available? Shopping? Recreation? Restaurants? Make a note of these so the information will be available to your attendees.

Will weather conditions play a factor? Holding a late December corporate holiday party in North Dakota may be no problem for co-workers in the area. But if your corporate entertainer is from out of state, weather may cause travel issues.

What is the appearance of the area? Is the economy of your destination healthy? Closed storefronts and limited hours at restaurants create a negative impression. Is the area safe? Tourists are sometimes easy targets for criminals. You don't want your event marred by a crime.

Does the destination area have a positive reputation for hosting meetings and events? Reputation can create anticipation for your target audience. What services are available from the local convention bureau? Their support and guidance can make your job easier.

The last destination consideration is the availability of corporate event services. Audiovisual firms, exhibit services, corporate entertainment companies, temporary help and security services may be required.

The Venue:

corporate event venues

With the selection of your event location, you must now consider the venues themselves. These tips and questions can help you determine if the facility will work for your event.

Starting at the moment of arrival, what will attendees experience? Are there friendly, efficient doormen and bellmen to help with luggage? Is valet parking available? If so, what is the cost? You want the transition from vehicle to venue to go as smoothly as possible.

corporate event venues lobby exampleIs the lobby attractive and clean? Is the registration desk easy to locate? Will there be enough space to avoid long lines of people during peak check-in/check-out times? Will the venue have enough front desk personnel? What is their demeanor? You want your attendees to feel welcome.

Is there an information desk? Is it staffed all the time? Quick delivery of messages and responses to phone calls are important to attendees. You want the venue to exceed their expectations because that positively reflects on your event.

What guest services are available? Is there a gift shop? A concierge? Safety deposit boxes? How about nearby banks, drugstores and emergency services? What is the average response time for emergency services in the event an ambulance is needed?

How are the elevators? Are they modern and fast? Are they in good working order? Are there enough? When people get backed up because of slow elevator service, they can become frustrated. You don't want that to be a lasting memory of the event. Are the hallways well lit? Are they clean?

Now take a look at the rooms, what type of key service is used? Are rooms handicapped accessible? Or are there special handicap accessible rooms? If so, how many?

corporate event venues guest roomAre the rooms comfortable and clean? Is the furniture in good condition? How about the bathrooms? Are they modern or dated? How is the lighting? Do they provide hair dryers? If so, do they work? Is there closet space with hangers?

Are there working smoke detectors? It may be the law, but check to see how often they change batteries, or if they are wired into the electrical service with battery backup. Is the fire exit information displayed?

Do the rooms have any appliances? Microwave? Refrigerator? Is there a wet bar? What is the availability of ice machines and vending? Are they on every floor? Or must some guests ride the elevator to get ice? How is the soundproofing? If people are talking at a normal voice in the hallway, will it disturb someone trying to sleep?

What types of rooms are available? Standard, Deluxe and Suite? What are the sizes? How many of each style? Also ask for a breakdown of bed types, King, Queen and Double bed rooms. Are floor plans available that you can share with attendees? Are there towers or executive floors with special guest services?

Is the hotel non-smoking? If so, where do smokers go to enjoy their habit? Is there seating for them? Is it covered in anyway in the event of bad weather? If the hotel is not non-smoking, how many non-smoking floors are available? Get a break down on both standard and concierge floors.

What are the venue's reservation procedures and policies? What are the guarantee and deposit requirements? What would is the event rate vs. the standard rate? What would the cut-off date be for booking rooms at that rate? What dates would the hotel provide those rates in case attendees wish to arrive early or stay later? How many rooms will be available for early arrivals and late departures? What are standard check-in and check-out times? Does the hotel have an ATM? What is their check-cashing policy? What credit cards are accepted?

A lot of questions? You bet, and we aren't finished! What are the dates of any planned renovations? You don't want to be the event tripping through their dust and commotion. Are any changes in hotel management or ownership being discussed? The last thing you want come event time is having all new people to deal with.

corporate event venues hotel poolDoes the hotel have a pool? A fitness room? A health club? What are the hours? Are there any associated costs for the health club? What are the telephone access charges? Most people have cell phones, but someone may need to use this service.

Event Space:

Meeting and convention rooms have many shapes and sizes. As the event planner, you must evaluate the potential of the rooms you are considering. What are their advantages and inadequacies? Are there obstructions that will render the room useless for your needs?

Request the measurements of the venue's rooms along with a scaled diagram. Add in any equipment, staging or decorations to determine the remaining space. Will the square footage accommodate your estimated attendance?

As you begin the site inspection, here are some questions you will need to answer.

How many rooms will be required? You may have meetings, roundtable discussions, lectures or workshops, meals, and formal programs. What is your estimated attendance for each program? Will attendees be seated classroom style, theater style or conference style? How quickly can convention services strike a room and reset it to your event requirements?

corporate event venues conference roomAre the rooms open with high ceilings and no obstructions to provide a clear view? Are light controls easily accessible for audiovisual presentations? Do the rooms have a sound system? If so, does it work? Are the controls nearby so they may be easily adjusted? How do the speakers sound? Are they muffled? Do they rattle? Is the speaker's voice clear and loud enough to echo off the walls? Remember, sound carries differently in an empty room than when a room is full. If the sound is not adequate, you may need to hire a sound company to provide equipment.

Do the rooms have ample space for people to move about? Is additional space needed for refreshments or can they be provided near the room? Is the room and set up accessible for people with disabilities?

Food Service:

There are two types of food and beverage service to consider. The first will be your public outlets. These will be the services attendees use when your event isn't providing a meal. They include breakfast, lunch, dinner and room service.

Public Service:

With a large event, getting everyone served and finished on time is important. You don't want sessions to start late because people are still eating. You also don't want attendees to miss something because they were waiting for food service.

Here are some questions to ask when evaluating public service. Is the restaurant or eating area large enough to handle the number of attendees? If not, are there other dining options? Is it possible to set up extra food outlets to handle our attendance? A continental breakfast? A buffet? Quick lunch service? Food trucks in the parking lot?

corporate event venues diningAre the eating and food preparation areas clean? How many staff members would be on duty during peak dining hours? How long is the kitchen open for diners and room service? What is the attitude of the personnel? Is service prompt and efficient? Remember when you are the guest of the convention services and sales manager, service is always excellent. It sometimes pays off to make a surprise visit without letting anyone know you are there.

Does the menu offer a good variety? Can they accommodate special diet restrictions? What is the menu's price range? Does the restaurant have a reservation policy? Are there any other dining options nearby? If so, how long does it take people to get there?

The answers to these questions should weigh heavily on your venue selection decision. You want to make certain everyone has easy accessibility to good food at a decent price.

Group Service:

When meals are a part of your event, you want everything to be delicious and run perfect. Does your venue provide this service? Are outside services a possibility? If so, who are the venue's recommended catering vendors?

Starting with the menu, is there a wide choice of options? Will the service tailor menus and make food substitutions available? Can the service take care of guests with special dietary requirements? What does this consideration add to the expense of the meal service?

Are there minimum guarantees? What is the food service deadline for your total attendance? Are any additional meals prepared? If so, how many beyond the guarantee? What is the charge for each? Are there any projected price increases between now and your meeting? If so, you need to plan your budget accordingly.

What type of services are available? Full service meals? Buffet lines? How much additional staffing would be required for service, bussing tables and clean up?

What are the sizes of the tables and how many do they seat? What are the rental costs of the tables and chairs? Will you be renting plates, flatware, napkins and table cloths? How much will these items run?

What are the food costs associated with your selected menu? How much will the added staffing and labor add to your budget? Are taxes and gratuities included? Will this add to the rental time of the room? If so, what is the expense?

When considering liquid refreshments, will you opt for an open bar or a cash bar? What are the liquor laws in the area? How much will the bartender cost and are there a minimum number of hours? Will a cashier be required? What are the drink prices?

Make certain to ask about refreshment breaks too. Water service for the meeting rooms is always welcome by attendees. Know these costs and discover any free service or perks at the inspection stage.

Equipment Rental Services:

Is your event in need of a platform for speakers or corporate entertainers? Will you need lighting for the stage? Will you need to outsource appropriate sound equipment? If you are having music, do you require a dance floor? Are you providing your own decorations? Or will you want the venue to provide them? Do they? These extra items can surprise your budget if you don't plan in advance. Never assume a venue will provide something for free just because they have it!

Trade Show Exhibit Space:

How large is the trade show area? Can it accommodate the number of vendors you expect? Is there a loading dock near the exhibit area? Can the venue accept freight? Is there a secure receiving area to hold those shipments until exhibitors arrive? What are the costs associated with this? (These costs will be paid by exhibitors and you will need to provide this information to them.)

What is the maximum floor load? Are utilities convenient? What are the utility costs for booths? How is the lighting? Is supplemental lighting available? Is there office space for the exposition manager? A place for the exhibition service contractor to store extra tables or pipe and drape? Are there crate storage areas? What is the policy for their use?

Are decorations available to enhance the decor? What is the room's proximity to other event meeting rooms? Is security available? How much time is available for load in and load out? Are there extra rental fees charged for this period? Is a first aid station available? Is there enough room that aisles are wheelchair accessible?

Office Services:

You may need a command center to run your corporate event. Is there a room you can use as an office and registration area? Is it easy to find and convenient to your meeting rooms? Are there plenty of electrical outlets? Will you have access to tables and chairs in the room? Will you be able to secure and lock it after hours? Are there additional charges for this space?

Other Questions You Don't Want To Forget:

Are all doors to meeting rooms wide enough to accommodate a wheelchair? They should be, but double check.

Is the venue flexible regarding your planned agenda? Or are spaces and set ups locked in by the signed contract? Things change and if one day out have to change a theater style event into a classroom event, you want a flexible partner as your venue.

Finally, will there be any other groups using the space? If so, what is their schedule? How many people will they have? Many corporate events have been ruined by a band in the next room drowning out a keynote speaker.

Contact our office to plan corporate entertainment for your event. We work with you to make everything run smooth and your event is incredible!