How to Guide
13/11/24
When the boss asks you to organise a corporate event, it can be daunting. Event planning is a serious business and choosing the right venue is key. Whether it’s a large-scale conference, a team-building retreat, a boardroom-style meeting, or an intimate company gathering, the right venue sets the tone and helps ensure the event’s success. You need to choose your venue wisely, so here are some top tips to help you choose the best corporate event venue for 2025.Location mattersYour venue’s location can make or break your event. Choosing a place that is convenient for your attendees to get to can be a winner. Consider accessibility, parking options, and proximity to public transport. However, hosting your event in a destination city or other change-of-scene location can add a huge chunk of inspiration that makes a big difference to the creativity of the sessions and in ensuring that all your guests want to attend. If your event is in a different location to where your teams work, make sure there are plenty of good-value accommodation options or arrange transport to and from the venue.Know your numbersUnderstanding your guest count is crucial. Choose a venue that can comfortably accommodate everyone, including speakers, staff, and attendees. The space should be large enough to avoid crowding but not so big that it feels empty.Ambiance and themeThe venue should reflect the mood and theme of your event, if you have one. Are you going for a professional conference, a creative workshop, or a relaxed team-building retreat? The atmosphere of the venue will help you create the right feeling in delegates from the get-go. Consider natural lighting, room decor, outside spaces and overall ambiance when making your choice.Facilities and amenitiesHaving the right amenities for your corporate meeting or conference can enhance the attendee experience and make your event run smoothly. Ensure the venue has all the necessary facilities, such as flexible room layouts, breakout spaces, AV equipment, and relaxation areas. If you’re planning a multi-day event, venues with on-site catering and accommodation can be a great choice.Budget is keyYour budget will largely determine the type of venue you can afford. Don’t be afraid to ask for discounts when negotiating with the corporate events representative and be clear about what’s included in the venue hire cost, day delegate’s package, 24-hour rate. Ensure you understand any additional fees, such as those for AV equipment, stationary, use of breakout spaces, or venue staff overtime. Planning within your budget helps avoid unexpected expenses.Accessibility and safetyTreat your guests as people. Consider the needs of all attendees, think of what will make them perform at their best, including those with disabilities. Make sure they have plenty of opportunities to take care of personal matters, while away from home. The venue should be fully accessible, with ramps, elevators, and appropriate restroom facilities. And of course, you must ensure the venue has adequate safety measures, including fire exits, first aid stations, and security personnel.A word on sustainabilityIf sustainability is important to you or your company, you’ll want to consider the venue's green credentials. Look for venues with certifications like ECOsmart from Greengage Solutions, which recognises organisations demonstrating a comprehensive approach to environmental sustainability. This accreditation ensures the venue meets high standards in energy efficiency, waste management, and other sustainable practices. A list of ECOsmart certified venues for events can be found at ECOsmart Venues in the UK | Sustainable Events & Venue Hire.Check reviews and referencesLook for reviews from other companies or organisations that have used the venue. Positive feedback can give you confidence in your choice, while any red flags should be taken seriously. Hearing about others’ experiences can provide valuable insights and help you make an informed decision.Visit the venueBefore making a final decision, visit the venue yourself. This allows you to see the space, meet the staff, and get a feel for how your event will flow. If you are using the venue’s catering options, try the food. It’s also a great opportunity to discuss any specific requirements you may have. Seeing the venue in person enables you to gauge the space, visualise your event taking place there, and ensures there are no surprises on the big day.Follow these tips, and you’ll be well on your way to choosing the perfect venue for your corporate event. With the right venue, you can create an experience that’s both professional and memorable. Happy planning!
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