Your Corporate Event: What To Check When Booking A Venue

Posted on: 1 August 2023

Finding the perfect venue for a corporate party is much like putting together a jigsaw puzzle. It requires attention to detail and consideration of numerous factors, from location to facilities to service offerings. Here's a guide to help you navigate the critical points you should check when booking a corporate party venue.

Location and Accessibility

The location of the venue should be your first consideration. It should be easily accessible for all attendees, considering proximity to company premises, public transport links, and availability of parking spaces. Additionally, if guests are coming from out of town, proximity to hotels or accommodations can be an added advantage.

Space and Layout

The venue's size and layout are crucial considerations. It should comfortably accommodate your expected number of attendees, with enough space for dining, networking, and any other activities planned. Check if the venue offers different layout options to suit your event needs.

Catering Options

Food and drink often serve as the highlights of corporate parties. Check the venue's catering options, ensuring they can provide a menu that fits your budget and satisfies diverse dietary needs. Some venues may allow external caterers, which could be beneficial if you have specific culinary preferences.

Facilities and Amenities

Evaluate the facilities and amenities provided by the venue. This can include audio-visual equipment for presentations or entertainment, Wi-Fi access, stages for performances or speeches, and comfortable seating arrangements. Also, consider restroom facilities and accessibility features for disabled attendees.

Service and Staffing

Quality service can significantly impact the overall experience at your event. Does the venue provide professional staff to manage reception, serving, and cleaning? Can they accommodate special requests, like a coat check service or VIP handling? 

Ensuring efficient service will help your event run smoothly and leave a lasting impression on your guests.

Event Support

Does the venue offer a dedicated event planner to assist with coordination and logistics? Their expertise can be valuable in planning the flow of your event, coordinating with various departments, and ensuring all elements come together seamlessly.

Cost and Flexibility on Event Date

While it's essential to have a preferred event date, some flexibility can be beneficial in securing the best deal. Venues might offer discounts for mid-week or off-peak bookings. Discuss the cost thoroughly, understanding what's included in the package and any potential extra charges.

Ambiance and Decor

Consider the ambiance and decor of the venue. Some venues might offer customization options or have an in-house team to handle decorations, which can save you time and effort.