Find your dream event space with this extensive go-to guide. I'll walk you through everything you need to know, from the vibe you're after to the practical stuff like location or amenities.
When you're planning an event, it's easy to neglect steps like picking the right corporate event venue. You'd probably assume people will come just for the cool program. But in reality, choosing the right space matters a lot too.
Struggling with this step of event planning? I've compiled all the necessary information into one comprehensive guide. Everything you'll ever need for finding the perfect venue is right here at your fingertips!
In this guide, you will discover:
Download our free checklist for choosing a venue o keep track of every essential point as you move through the steps -> free event venue checklist
It’s your handy guide to ensuring nothing gets overlooked!
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Every event manager should understand the mechanics behind attendees' motivations. Why do people attend your event? It gives us a deeper understanding of trends in the events industry.
The key factor to planning events is, therefore, knowing your audience.
The main motives for attending events are:
Networking and education proves to be the top drivers of attendee satisfaction. Still, the analysis also shows that the convention environment plays an important part in attendees' loyalty.
That's why it's recommended to take your time while selecting the ideal corporate event venue. Venue is important for an event simply because it makes attendees more loyal and keeps them coming back for your event next time. You want to make sure that your attendees will want to attend next year as well. Not to mention, a successful event can really boost the company's image.
But beware! It's not only the venue but also the whole site environment like the atmosphere, accessibility, security, and safety.
You can try all you want to save your event with a great program and networking. But the event might turn out to be a disaster if you don't have enough food, stable Wi-Fi connection or you don't keep the toilets clean enough.
This article dives into the intricacies of how to find a venue for an event in just 7 steps. So, enough with the chit-chat and let's plunge right into the ultimate guide.
First things first, you should clarify your event's objective before starting to search for any potential event spaces.
What is an event objective? 🤔 The Event Manager's Bible defines the event objective as a straightforward sentence that summarizes why the event is being held.
It could be a simple phrase like raising money for children at charity events. Or even something more complicated and more specific.
Whether it's networking, education, celebration, or fundraising, identifying the primary goal shapes the entire event structure. Establishing the objective can be a motivating factor not only for you but also to other people involved.
You can print off simple signs that state the event objective and give it away to everyone who helps you plan and organize the event. This will help the staff to keep it in mind while arranging everything.
After establishing your event's objective, you should determine all your needs and requirements. There are three factors you should take into account:
Clarifying these three factors will help you with making the next steps.
Are you organizing a large conference, educational workshop, team-building experience or perhaps a wedding, a baby shower? Is the event going to be in-person, solely virtual, or hybrid?
After that you can decide on a theme. It should align with the event's purpose and resonate with your audience.
Clearly defining the type, format, and the theme will help you shape its structure and content.
When it comes to event management, you are basically limited only by your imagination and your budget.
I mentioned it before but becoming thoroughly familiar with your audience is a crucial step in event management. You need a good understanding of the people who'll be attending the event.
By doing an audience analysis, you can determine specifics that will help you plan your event more effectively.
You can start by asking yourself: who is the target audience and how many people will attend?
Don't forget to consider age, interests, socioeconomic status, gender, and educational background of your audience. This understanding will guide many of your decisions.
Based on all the information, think about what your audience would enjoy the most. The goal is to create an experience that is both enjoyable and valuable to them. It can be educational, networking-oriented, or purely social.
53% of event professionals agree that decreasing budgets are the biggest challenge they face. Organizers spend their budgets mainly on marketing followed by catering and venue costs.
This is why you may want to start with simple research.
Try to estimate the costs associated with venue rental, catering, entertainment, technology, decorations, and any other necessary services. You need to have an idea of what each component costs.
Identify beforehand which aspects of the event are most crucial and non-negotiable. You should also set aside a portion of your budget for any unexpected expenses. You never know what could happen.
Don't forget to keep track of all the expenses in an excel spreadsheet. This way you'll always stay on top of your finances.
Picking an event space in a hard-to-reach spot can hurt how many people show up. That's why it's really important to choose the right location carefully.
You can avoid this by picking a place that's easier to get to. Or just offer ways for people to get there. Where you will be holding your event can make or break your event.
When deciding on the right location for your event, there are three key points you should adhere to:
If people are coming from far away to your event, you should think about if they'll need a place to stay near the airport before or after the event.
And if you have to offer overnight stays, it will add more strain to your budget.
Your guests and attendees should also be well rested and in a good mood. No direct flights can lead to frustration and might even stop some people from coming.
It is important to find a venue for an event that is convenient for guests of all ages. And also for individuals with special needs.
Think about whether elderly guests or even babies will be at your event. This way you'll know that you should prepare play rooms for the children or rest areas for the elderly.
Don't forget to arrange for wheelchair accessibility, special seating arrangements, and accessible restrooms. Check accessibility while conducting site visits.
What does it mean? Well, it's simple. A business meeting requires a different spot than a music festival or a wedding.
For example, a tech symposium might thrive in a modern conference center equipped with the latest gear. While an intimate wedding fits better in a picturesque outdoor garden or historic estate.
69% of event planners choose venues based on word-of-mouth recommendations.
If you have some connections in the business, don't hesitate to ask your acquaintances for some tips on great conference venues they were happy with. Ask for recommendations from colleagues, industry contacts, or social media networks.
But if you're new to the biz or just don't want to rely on what other people say, you can search for ideal venues on the internet.
Use websites and online platforms that specialize in venue listings. Here are three of these websites that made quite an impression on me:
If you're an event planner who prefers unique and unconventional spaces for your events like art galleries, lofts or warehouses, Peerspace is the right platform for you.
Their venue sourcing technology allows you to find sites for specific events like a workshop or a baby shower. You can also rent event spaces directly from local hosts.
People love how easy it is to book on Peerspace, but they often complain about inadequate customer services. Another option similar to Peerspace is Splacer, but it's only available in the US.
This UK-based platform offers a comprehensive database of venues for all types of events, including meetings, conferences, and weddings.
Aside from its outdated design, Venuefinder covers a wide range of venue types. It also offers detailed search functionality which is very user-friendly.
It primarily focuses on the UK but has available venues all over the Europe.
This beautiful site focuses on unique and stylish venues, perfect for those looking to make a statement with their event location. It offers a variety of spaces like boutique hotels and outdoor venues from around the world.
There are many more websites focusing on finding the perfect corporate meeting venue for event planners. That's why it's really important to draft the overview of your event and write down your requirements beforehand.
This way you'll know exactly what needs to be included. And you can make a specific decision to choose the right search platform. After that, all you need to do is pick the place!
The golden rule of event planning is to always select a space that you have seen in person. Site visit can be broken down to three parts: preparing for the visit, during the site visit, and post-visit evaluation.
Before conducting site visits, find out all you can about the venue you're interested in. Based on your research list all the requirements and questions you have for the owner. This way you can create a checklist to take with you.
Other necessary materials include, for example, a camera or a smartphone for photos. Documenting the event space can be particularly helpful when comparing multiple venues and making a final decision.
Images might reveal details you didn't notice during the visit. They also allow you to share the actual look with other team members.
This is the moment to inspect the available amenities such as restrooms, breakout rooms, and other areas. Evaluate the size and layout of the venue to make sure it's appropriate for your event's format and the number of attendees.
You should pay attention to the condition and quality of the facilities but also to the accessibility of the site. That is why knowing your audience is crucial when selecting a potential conference venues.
Verify that the event space will provide a pleasant experience for all the attendees. Don't forget to take notes and photos. It can be a huge bummer but trust me, you're going to thank yourself later.
Try to document everything to be able to come back to it later when you attempt to make a final decision.
Now it's time to review and compare all the potential venues. You can compare them each against your checklist and requirements.
Discuss all your observations with your team or clients to widen your perspective.
Evaluate the location, accessibility, and overall ambiance of each event space. I have said it many times already, but make sure it matches the vision you have for your event.
💡Tip: Some venues offer the opportunity to see their properties on their websites. While checking out a place online is handy, it just doesn't beat seeing it in person. There are many aspects of a meeting location that you can observe only in person.
Every part of choosing an event space is important. So it's no shock that I'm once again urging you to carefully look through the services and amenities your chosen venue offers.
If you don't have any special requirements, try to focus on evaluating the services provided by the venues. It can be catering options, cleanup services, security or additional amenities like technology, parking or accommodation.
Good food can incredibly elevate attendees' experience. It creates an opportunity to relax and encourage networking.
The memories people take away from meetings often stem from these little details like good food and drinks. I always remember places based on how good the food was there.
Venues like hotels, restaurants, and convention centers usually have on-site catering facilities. So it is important to review the culinary options provided.
Don't forget about guests with dietary restrictions or requirements (vegetarian, vegan, gluten-free, allergies). Learn about your attendees' likes, dislikes, and dietary restrictions to avoid stressful situations beforehand.
If you prefer more alternative venues, such as art galleries, museums, theaters, historic buildings or clubs, these will probably require an outside caterer.
If you're thinking about bringing in your own caterers, make sure to check the venue's rules about using outside catering services first.
This step is closely related to reviewing contracts. It's all about clarifying terms and conditions. What level of clean-up will the venue handle? What do the venue's setup and teardown services include? Does the venue provide restroom maintenance and security? And so on.
Sometimes, the corporate event venue supplies this equipment but that's no reason to relax. Event planners often make the mistake of not inspecting the equipment.
Attendees dislike distractions or when they have to wait. Always test the A/V equipment before the event.
Did you know that 44% event planners are most irritated by poor Wi-Fi at venue spaces? Attendees expect a fast and reliable internet connection and mobile phone signal.
Poor Wi-Fi often happens due to congestion, when too many users jump on a bandwidth that can't handle the load.
Try to plan for a high volume of Wi-Fi traffic. People often carry around more than one device. The average is two per person. With this in mind, if you were planning to get bandwidth for 500 people, you might actually need to think about covering up to 1000 people.
Put a restriction on the amount of Wi-Fi data available to each individual, especially for people who try to stream live videos. Most importantly, focus on speed. Your Wi-Fi connection speed should be sufficient enough to check emails and social media.
Inadequate parking or transportation options can significantly deter guests from attending. Struggling to find parking can result in delays and frustration.
Avoid this problem by checking the parking availability. Or just give out clear transportation instructions.
💡Tip: Informing guests of where they can find parking can be easily resolved by utilizing an event app. Many event apps allow event planners to share important information within the app. The same applies for Eventee which enables event planners to put important information in Custom menu for all attendees to see including maps.
If you decide to organize an event in a hotel, your guests will be able to easily walk to the meeting rooms. This eliminates costs for additional transportation.
If you decide to hold your event at a convention center, it might be good for you to consider one that has good hotels within walking distance.
Consider setting up networking and relaxation spaces at your event. Both of them offer several key benefits. Networking spaces provide a platform for attendees to meet, exchange ideas, and potentially form business relationships or collaborations.
Attendees can also share insights, experiences, and valuable knowledge. Positive networking experiences mean attendees will be satisfied and loyal to your future events.
Relaxation spaces can greatly boost attendee experience, giving them a spot to recharge. That is super important for events that last several days, go on for hours, or just have a lot of standing and walking around.
These spaces help attendees maintain their energy levels. A quiet and comfortable space can also help reduce stress and promote mental well-being.
Plus they can stimulate casual and spontaneous interactions. They can be just as valuable as formal networking.
As dull as this step can be, it's a vital stage in the venue selection process for any event. Make sure to read through the entire contract thoroughly. Pay extra attention to details like services, fees, and your obligations.
Here is a list of what parts of the contract you should pay extra attention to:
If any part of the contract is unclear, don't hesitate to ask for clarification. You need to make sure that you fully understand all the terms. Same goes for parts that don't suit your needs. Don't be afraid to discuss whether it can be changed.
If not, negotiate some favorable terms like discounts for early payments or additional complimentary services like free Wi-Fi, parking. Always remember that it doesn't hurt to ask.
While negotiating, you should bear in mind that it's important to stay flexible. You might have some non-negotiable aspects and requirements but you will probably not be able to agree on everything. It's important to be prepared for that kind of situation.
If you're unsure of anything during this stage, consider having a legal professional review the contract, especially for large or complex events.
Don't sign contracts that lack specifics. Avoid phrases like “to be negotiated” or “to be determined at a later date”. Have a look at these tips before you schedule an appointment to discuss the terms.
Now you should have all the information you need to make a final decision. You can create a chart or a spreadsheet to compare all the potential venues based on criteria that are important to you. For example, location, capacity, cost, amenities, and accessibility.
Another great decision-making technique is classic old pros and cons list. List all the advantages and disadvantages you can think of. Based on your list, evaluate which side seems more compelling.
This method helps in breaking down and comparing the positive and negative aspects of choices. This way, it can lead to more informed and balanced decision-making.
Don't be afraid to include other people in the decision and discuss it with your event planning team and colleagues.
Lastly, ensure the venue aligns with the primary goals and objectives of your event but also with your budget. Once you've made the final decision, all that is left is securing the corporate event venue.
Decorating your venue is of course an added extra, but certainly does add a level of professionalism to your event. The atmosphere depends on the type of event you're organizing.
For instance, in planning a product launch event, you would typically aim for a vibrant and lively atmosphere to create a sense of excitement and enthusiasm. The same goes for galas or balls. These types of events call for a somewhat romantic, elegant, and ambient mood.
Whatever you decide, the type of entertainment, decorations, and food will shape and enhance the atmosphere.
Lighting is a powerful tool for setting the mood. Soft, warm lighting can create an intimate feel while bright, colorful lights can energize the space. It can also be changed throughout the night with basically no cost. This way you can change the room dynamics within minutes.
YouTube offers various introductory videos into event lighting. For a straightforward guide on optimal light placement and overall improving your event's lighting, check out this tutorial! 👇
The next video shows different creative ways to make your event more special using lights, with some specific examples.
And for those just seeking some inspiration, the lighting design at this META event is truly on another level:
Just like bad food can ruin a perfectly fine event, the same goes for a lack of adequate bathroom facilities.
Try to provide at least one bathroom for every 50 persons. Otherwise you may have to deal with unhappy guests because they are forced to stand in long lines.
And it doesn't matter how great the atmosphere is or what speakers you invite. Guests' experiences can be quickly overshadowed by dirty restrooms.
Considering future growth is about being proactive, forward-thinking, and adaptable. If you're planning recurring events, you should look into whether your selected event space accommodates future growth so you won't have to do this process all over again next year.
Your annual event will likely outgrow its venue if it's too small which could lead to the hassle of finding a new location. Choose a venue that has the ability to adjust to different layouts and setups.
At Eventee, we regularly meet and interview event professionals who give us insights into the world of events. Explore final recommendations on how to find a venue for an event from real experts.
Gianpaolo Lorusso, a web marketing professional and the creator of the event ADworld Experience focused on digital advertising, needed a solution that would enable voting for the best PPC case histories during the event. A mobile event app like Eventee made it possible thanks to speech reviews. This feature helps evaluate who the best speaker is based on attendee reviews.
Event apps are becoming more and more popular. They offer a variety of features which will make your life easier. When selecting an event venue, consider using digital tools which can significantly enhance efficiency, engagement, and overall performance.
With so many event apps out there, it can feel overwhelming to pick just one from the huge selection. Especially since each app comes with its own special features and goals. You can choose the best mobile event apps based on this comprehensive comparison list.
Or let the facts speak for itself and look at this case study from WebExpo in 2021 where 90% of attendees created meaningful connections thanks to Eventee through Networking.
Imagine your attendees breezing in with ease, no GPS struggles, no miles of detours. Picking a nearby venue means making the journey effortless, so the focus stays on your event, not the commute.
For instance, Aneta Martínek, co-founder and CEO of the Czech educational platform #HolkyzMarketingu, advises to consider proximity of the event venue to public transport hubs, hotels, or even airport.
We are somewhat limited in terms of venues because there aren’t many spaces in Prague with a capacity of over 500 people. However, we try to choose based on the venue’s accessibility, technical equipment, and how well it’s designed for participants to have a smooth journey to the event. Additionally, we consider the staff on-site and whether they are willing to help us resolve any issues and details.
Whether it’s nestled near a well-known landmark or conveniently around the corner from public transport, choosing a close and accessible location speaks volumes. It says, 'We thought of everything,' and makes everyone’s day a little smoother.
In summary, choosing the right spot for your event is a cornerstone of event planning that sets the tone for the whole thing. It’s all about figuring out what you need. From understanding your event’s needs to considering the location, capacity, and available amenities, every detail matters.
Sure, there are tons of places to choose from. But if you focus on your event’s goals and your audience’s expectations, you’ll find the perfect spot. Remember to take your time and weigh your options carefully to leave a lasting impression.
Find your dream event space with this extensive go-to guide. I'll walk you through everything you need to know, from the vibe you're after to the practical stuff like location or amenities.
When you're planning an event, it's easy to neglect steps like picking the right corporate event venue. You'd probably assume people will come just for the cool program. But in reality, choosing the right space matters a lot too.
Struggling with this step of event planning? I've compiled all the necessary information into one comprehensive guide. Everything you'll ever need for finding the perfect venue is right here at your fingertips!
In this guide, you will discover:
Download our free checklist for choosing a venue o keep track of every essential point as you move through the steps -> free event venue checklist
It’s your handy guide to ensuring nothing gets overlooked!
Every event manager should understand the mechanics behind attendees' motivations. Why do people attend your event? It gives us a deeper understanding of trends in the events industry.
The key factor to planning events is, therefore, knowing your audience.
The main motives for attending events are:
Networking and education proves to be the top drivers of attendee satisfaction. Still, the analysis also shows that the convention environment plays an important part in attendees' loyalty.
That's why it's recommended to take your time while selecting the ideal corporate event venue. Venue is important for an event simply because it makes attendees more loyal and keeps them coming back for your event next time. You want to make sure that your attendees will want to attend next year as well. Not to mention, a successful event can really boost the company's image.
But beware! It's not only the venue but also the whole site environment like the atmosphere, accessibility, security, and safety.
You can try all you want to save your event with a great program and networking. But the event might turn out to be a disaster if you don't have enough food, stable Wi-Fi connection or you don't keep the toilets clean enough.
This article dives into the intricacies of how to find a venue for an event in just 7 steps. So, enough with the chit-chat and let's plunge right into the ultimate guide.
First things first, you should clarify your event's objective before starting to search for any potential event spaces.
What is an event objective? 🤔 The Event Manager's Bible defines the event objective as a straightforward sentence that summarizes why the event is being held.
It could be a simple phrase like raising money for children at charity events. Or even something more complicated and more specific.
Whether it's networking, education, celebration, or fundraising, identifying the primary goal shapes the entire event structure. Establishing the objective can be a motivating factor not only for you but also to other people involved.
You can print off simple signs that state the event objective and give it away to everyone who helps you plan and organize the event. This will help the staff to keep it in mind while arranging everything.
After establishing your event's objective, you should determine all your needs and requirements. There are three factors you should take into account:
Clarifying these three factors will help you with making the next steps.
Are you organizing a large conference, educational workshop, team-building experience or perhaps a wedding, a baby shower? Is the event going to be in-person, solely virtual, or hybrid?
After that you can decide on a theme. It should align with the event's purpose and resonate with your audience.
Clearly defining the type, format, and the theme will help you shape its structure and content.
When it comes to event management, you are basically limited only by your imagination and your budget.
I mentioned it before but becoming thoroughly familiar with your audience is a crucial step in event management. You need a good understanding of the people who'll be attending the event.
By doing an audience analysis, you can determine specifics that will help you plan your event more effectively.
You can start by asking yourself: who is the target audience and how many people will attend?
Don't forget to consider age, interests, socioeconomic status, gender, and educational background of your audience. This understanding will guide many of your decisions.
Based on all the information, think about what your audience would enjoy the most. The goal is to create an experience that is both enjoyable and valuable to them. It can be educational, networking-oriented, or purely social.
53% of event professionals agree that decreasing budgets are the biggest challenge they face. Organizers spend their budgets mainly on marketing followed by catering and venue costs.
This is why you may want to start with simple research.
Try to estimate the costs associated with venue rental, catering, entertainment, technology, decorations, and any other necessary services. You need to have an idea of what each component costs.
Identify beforehand which aspects of the event are most crucial and non-negotiable. You should also set aside a portion of your budget for any unexpected expenses. You never know what could happen.
Don't forget to keep track of all the expenses in an excel spreadsheet. This way you'll always stay on top of your finances.
Picking an event space in a hard-to-reach spot can hurt how many people show up. That's why it's really important to choose the right location carefully.
You can avoid this by picking a place that's easier to get to. Or just offer ways for people to get there. Where you will be holding your event can make or break your event.
When deciding on the right location for your event, there are three key points you should adhere to:
If people are coming from far away to your event, you should think about if they'll need a place to stay near the airport before or after the event.
And if you have to offer overnight stays, it will add more strain to your budget.
Your guests and attendees should also be well rested and in a good mood. No direct flights can lead to frustration and might even stop some people from coming.
It is important to find a venue for an event that is convenient for guests of all ages. And also for individuals with special needs.
Think about whether elderly guests or even babies will be at your event. This way you'll know that you should prepare play rooms for the children or rest areas for the elderly.
Don't forget to arrange for wheelchair accessibility, special seating arrangements, and accessible restrooms. Check accessibility while conducting site visits.
What does it mean? Well, it's simple. A business meeting requires a different spot than a music festival or a wedding.
For example, a tech symposium might thrive in a modern conference center equipped with the latest gear. While an intimate wedding fits better in a picturesque outdoor garden or historic estate.
69% of event planners choose venues based on word-of-mouth recommendations.
If you have some connections in the business, don't hesitate to ask your acquaintances for some tips on great conference venues they were happy with. Ask for recommendations from colleagues, industry contacts, or social media networks.
But if you're new to the biz or just don't want to rely on what other people say, you can search for ideal venues on the internet.
Use websites and online platforms that specialize in venue listings. Here are three of these websites that made quite an impression on me:
If you're an event planner who prefers unique and unconventional spaces for your events like art galleries, lofts or warehouses, Peerspace is the right platform for you.
Their venue sourcing technology allows you to find sites for specific events like a workshop or a baby shower. You can also rent event spaces directly from local hosts.
People love how easy it is to book on Peerspace, but they often complain about inadequate customer services. Another option similar to Peerspace is Splacer, but it's only available in the US.
This UK-based platform offers a comprehensive database of venues for all types of events, including meetings, conferences, and weddings.
Aside from its outdated design, Venuefinder covers a wide range of venue types. It also offers detailed search functionality which is very user-friendly.
It primarily focuses on the UK but has available venues all over the Europe.
This beautiful site focuses on unique and stylish venues, perfect for those looking to make a statement with their event location. It offers a variety of spaces like boutique hotels and outdoor venues from around the world.
There are many more websites focusing on finding the perfect corporate meeting venue for event planners. That's why it's really important to draft the overview of your event and write down your requirements beforehand.
This way you'll know exactly what needs to be included. And you can make a specific decision to choose the right search platform. After that, all you need to do is pick the place!
The golden rule of event planning is to always select a space that you have seen in person. Site visit can be broken down to three parts: preparing for the visit, during the site visit, and post-visit evaluation.
Before conducting site visits, find out all you can about the venue you're interested in. Based on your research list all the requirements and questions you have for the owner. This way you can create a checklist to take with you.
Other necessary materials include, for example, a camera or a smartphone for photos. Documenting the event space can be particularly helpful when comparing multiple venues and making a final decision.
Images might reveal details you didn't notice during the visit. They also allow you to share the actual look with other team members.
This is the moment to inspect the available amenities such as restrooms, breakout rooms, and other areas. Evaluate the size and layout of the venue to make sure it's appropriate for your event's format and the number of attendees.
You should pay attention to the condition and quality of the facilities but also to the accessibility of the site. That is why knowing your audience is crucial when selecting a potential conference venues.
Verify that the event space will provide a pleasant experience for all the attendees. Don't forget to take notes and photos. It can be a huge bummer but trust me, you're going to thank yourself later.
Try to document everything to be able to come back to it later when you attempt to make a final decision.
Now it's time to review and compare all the potential venues. You can compare them each against your checklist and requirements.
Discuss all your observations with your team or clients to widen your perspective.
Evaluate the location, accessibility, and overall ambiance of each event space. I have said it many times already, but make sure it matches the vision you have for your event.
💡Tip: Some venues offer the opportunity to see their properties on their websites. While checking out a place online is handy, it just doesn't beat seeing it in person. There are many aspects of a meeting location that you can observe only in person.
Every part of choosing an event space is important. So it's no shock that I'm once again urging you to carefully look through the services and amenities your chosen venue offers.
If you don't have any special requirements, try to focus on evaluating the services provided by the venues. It can be catering options, cleanup services, security or additional amenities like technology, parking or accommodation.
Good food can incredibly elevate attendees' experience. It creates an opportunity to relax and encourage networking.
The memories people take away from meetings often stem from these little details like good food and drinks. I always remember places based on how good the food was there.
Venues like hotels, restaurants, and convention centers usually have on-site catering facilities. So it is important to review the culinary options provided.
Don't forget about guests with dietary restrictions or requirements (vegetarian, vegan, gluten-free, allergies). Learn about your attendees' likes, dislikes, and dietary restrictions to avoid stressful situations beforehand.
If you prefer more alternative venues, such as art galleries, museums, theaters, historic buildings or clubs, these will probably require an outside caterer.
If you're thinking about bringing in your own caterers, make sure to check the venue's rules about using outside catering services first.
This step is closely related to reviewing contracts. It's all about clarifying terms and conditions. What level of clean-up will the venue handle? What do the venue's setup and teardown services include? Does the venue provide restroom maintenance and security? And so on.
Sometimes, the corporate event venue supplies this equipment but that's no reason to relax. Event planners often make the mistake of not inspecting the equipment.
Attendees dislike distractions or when they have to wait. Always test the A/V equipment before the event.
Did you know that 44% event planners are most irritated by poor Wi-Fi at venue spaces? Attendees expect a fast and reliable internet connection and mobile phone signal.
Poor Wi-Fi often happens due to congestion, when too many users jump on a bandwidth that can't handle the load.
Try to plan for a high volume of Wi-Fi traffic. People often carry around more than one device. The average is two per person. With this in mind, if you were planning to get bandwidth for 500 people, you might actually need to think about covering up to 1000 people.
Put a restriction on the amount of Wi-Fi data available to each individual, especially for people who try to stream live videos. Most importantly, focus on speed. Your Wi-Fi connection speed should be sufficient enough to check emails and social media.
Inadequate parking or transportation options can significantly deter guests from attending. Struggling to find parking can result in delays and frustration.
Avoid this problem by checking the parking availability. Or just give out clear transportation instructions.
💡Tip: Informing guests of where they can find parking can be easily resolved by utilizing an event app. Many event apps allow event planners to share important information within the app. The same applies for Eventee which enables event planners to put important information in Custom menu for all attendees to see including maps.
If you decide to organize an event in a hotel, your guests will be able to easily walk to the meeting rooms. This eliminates costs for additional transportation.
If you decide to hold your event at a convention center, it might be good for you to consider one that has good hotels within walking distance.
Consider setting up networking and relaxation spaces at your event. Both of them offer several key benefits. Networking spaces provide a platform for attendees to meet, exchange ideas, and potentially form business relationships or collaborations.
Attendees can also share insights, experiences, and valuable knowledge. Positive networking experiences mean attendees will be satisfied and loyal to your future events.
Relaxation spaces can greatly boost attendee experience, giving them a spot to recharge. That is super important for events that last several days, go on for hours, or just have a lot of standing and walking around.
These spaces help attendees maintain their energy levels. A quiet and comfortable space can also help reduce stress and promote mental well-being.
Plus they can stimulate casual and spontaneous interactions. They can be just as valuable as formal networking.
As dull as this step can be, it's a vital stage in the venue selection process for any event. Make sure to read through the entire contract thoroughly. Pay extra attention to details like services, fees, and your obligations.
Here is a list of what parts of the contract you should pay extra attention to:
If any part of the contract is unclear, don't hesitate to ask for clarification. You need to make sure that you fully understand all the terms. Same goes for parts that don't suit your needs. Don't be afraid to discuss whether it can be changed.
If not, negotiate some favorable terms like discounts for early payments or additional complimentary services like free Wi-Fi, parking. Always remember that it doesn't hurt to ask.
While negotiating, you should bear in mind that it's important to stay flexible. You might have some non-negotiable aspects and requirements but you will probably not be able to agree on everything. It's important to be prepared for that kind of situation.
If you're unsure of anything during this stage, consider having a legal professional review the contract, especially for large or complex events.
Don't sign contracts that lack specifics. Avoid phrases like “to be negotiated” or “to be determined at a later date”. Have a look at these tips before you schedule an appointment to discuss the terms.
Now you should have all the information you need to make a final decision. You can create a chart or a spreadsheet to compare all the potential venues based on criteria that are important to you. For example, location, capacity, cost, amenities, and accessibility.
Another great decision-making technique is classic old pros and cons list. List all the advantages and disadvantages you can think of. Based on your list, evaluate which side seems more compelling.
This method helps in breaking down and comparing the positive and negative aspects of choices. This way, it can lead to more informed and balanced decision-making.
Don't be afraid to include other people in the decision and discuss it with your event planning team and colleagues.
Lastly, ensure the venue aligns with the primary goals and objectives of your event but also with your budget. Once you've made the final decision, all that is left is securing the corporate event venue.
Decorating your venue is of course an added extra, but certainly does add a level of professionalism to your event. The atmosphere depends on the type of event you're organizing.
For instance, in planning a product launch event, you would typically aim for a vibrant and lively atmosphere to create a sense of excitement and enthusiasm. The same goes for galas or balls. These types of events call for a somewhat romantic, elegant, and ambient mood.
Whatever you decide, the type of entertainment, decorations, and food will shape and enhance the atmosphere.
Lighting is a powerful tool for setting the mood. Soft, warm lighting can create an intimate feel while bright, colorful lights can energize the space. It can also be changed throughout the night with basically no cost. This way you can change the room dynamics within minutes.
YouTube offers various introductory videos into event lighting. For a straightforward guide on optimal light placement and overall improving your event's lighting, check out this tutorial! 👇
The next video shows different creative ways to make your event more special using lights, with some specific examples.
And for those just seeking some inspiration, the lighting design at this META event is truly on another level:
Just like bad food can ruin a perfectly fine event, the same goes for a lack of adequate bathroom facilities.
Try to provide at least one bathroom for every 50 persons. Otherwise you may have to deal with unhappy guests because they are forced to stand in long lines.
And it doesn't matter how great the atmosphere is or what speakers you invite. Guests' experiences can be quickly overshadowed by dirty restrooms.
Considering future growth is about being proactive, forward-thinking, and adaptable. If you're planning recurring events, you should look into whether your selected event space accommodates future growth so you won't have to do this process all over again next year.
Your annual event will likely outgrow its venue if it's too small which could lead to the hassle of finding a new location. Choose a venue that has the ability to adjust to different layouts and setups.
At Eventee, we regularly meet and interview event professionals who give us insights into the world of events. Explore final recommendations on how to find a venue for an event from real experts.
Gianpaolo Lorusso, a web marketing professional and the creator of the event ADworld Experience focused on digital advertising, needed a solution that would enable voting for the best PPC case histories during the event. A mobile event app like Eventee made it possible thanks to speech reviews. This feature helps evaluate who the best speaker is based on attendee reviews.
Event apps are becoming more and more popular. They offer a variety of features which will make your life easier. When selecting an event venue, consider using digital tools which can significantly enhance efficiency, engagement, and overall performance.
With so many event apps out there, it can feel overwhelming to pick just one from the huge selection. Especially since each app comes with its own special features and goals. You can choose the best mobile event apps based on this comprehensive comparison list.
Or let the facts speak for itself and look at this case study from WebExpo in 2021 where 90% of attendees created meaningful connections thanks to Eventee through Networking.
Imagine your attendees breezing in with ease, no GPS struggles, no miles of detours. Picking a nearby venue means making the journey effortless, so the focus stays on your event, not the commute.
For instance, Aneta Martínek, co-founder and CEO of the Czech educational platform #HolkyzMarketingu, advises to consider proximity of the event venue to public transport hubs, hotels, or even airport.
We are somewhat limited in terms of venues because there aren’t many spaces in Prague with a capacity of over 500 people. However, we try to choose based on the venue’s accessibility, technical equipment, and how well it’s designed for participants to have a smooth journey to the event. Additionally, we consider the staff on-site and whether they are willing to help us resolve any issues and details.
Whether it’s nestled near a well-known landmark or conveniently around the corner from public transport, choosing a close and accessible location speaks volumes. It says, 'We thought of everything,' and makes everyone’s day a little smoother.
In summary, choosing the right spot for your event is a cornerstone of event planning that sets the tone for the whole thing. It’s all about figuring out what you need. From understanding your event’s needs to considering the location, capacity, and available amenities, every detail matters.
Sure, there are tons of places to choose from. But if you focus on your event’s goals and your audience’s expectations, you’ll find the perfect spot. Remember to take your time and weigh your options carefully to leave a lasting impression.
Find your dream event space with this extensive go-to guide. I'll walk you through everything you need to know, from the vibe you're after to the practical stuff like location or amenities.
When you're planning an event, it's easy to neglect steps like picking the right corporate event venue. You'd probably assume people will come just for the cool program. But in reality, choosing the right space matters a lot too.
Struggling with this step of event planning? I've compiled all the necessary information into one comprehensive guide. Everything you'll ever need for finding the perfect venue is right here at your fingertips!
In this guide, you will discover:
Download our free checklist for choosing a venue o keep track of every essential point as you move through the steps -> free event venue checklist
It’s your handy guide to ensuring nothing gets overlooked!
Every event manager should understand the mechanics behind attendees' motivations. Why do people attend your event? It gives us a deeper understanding of trends in the events industry.
The key factor to planning events is, therefore, knowing your audience.
The main motives for attending events are:
Networking and education proves to be the top drivers of attendee satisfaction. Still, the analysis also shows that the convention environment plays an important part in attendees' loyalty.
That's why it's recommended to take your time while selecting the ideal corporate event venue. Venue is important for an event simply because it makes attendees more loyal and keeps them coming back for your event next time. You want to make sure that your attendees will want to attend next year as well. Not to mention, a successful event can really boost the company's image.
But beware! It's not only the venue but also the whole site environment like the atmosphere, accessibility, security, and safety.
You can try all you want to save your event with a great program and networking. But the event might turn out to be a disaster if you don't have enough food, stable Wi-Fi connection or you don't keep the toilets clean enough.
This article dives into the intricacies of how to find a venue for an event in just 7 steps. So, enough with the chit-chat and let's plunge right into the ultimate guide.
First things first, you should clarify your event's objective before starting to search for any potential event spaces.
What is an event objective? 🤔 The Event Manager's Bible defines the event objective as a straightforward sentence that summarizes why the event is being held.
It could be a simple phrase like raising money for children at charity events. Or even something more complicated and more specific.
Whether it's networking, education, celebration, or fundraising, identifying the primary goal shapes the entire event structure. Establishing the objective can be a motivating factor not only for you but also to other people involved.
You can print off simple signs that state the event objective and give it away to everyone who helps you plan and organize the event. This will help the staff to keep it in mind while arranging everything.
After establishing your event's objective, you should determine all your needs and requirements. There are three factors you should take into account:
Clarifying these three factors will help you with making the next steps.
Are you organizing a large conference, educational workshop, team-building experience or perhaps a wedding, a baby shower? Is the event going to be in-person, solely virtual, or hybrid?
After that you can decide on a theme. It should align with the event's purpose and resonate with your audience.
Clearly defining the type, format, and the theme will help you shape its structure and content.
When it comes to event management, you are basically limited only by your imagination and your budget.
I mentioned it before but becoming thoroughly familiar with your audience is a crucial step in event management. You need a good understanding of the people who'll be attending the event.
By doing an audience analysis, you can determine specifics that will help you plan your event more effectively.
You can start by asking yourself: who is the target audience and how many people will attend?
Don't forget to consider age, interests, socioeconomic status, gender, and educational background of your audience. This understanding will guide many of your decisions.
Based on all the information, think about what your audience would enjoy the most. The goal is to create an experience that is both enjoyable and valuable to them. It can be educational, networking-oriented, or purely social.
53% of event professionals agree that decreasing budgets are the biggest challenge they face. Organizers spend their budgets mainly on marketing followed by catering and venue costs.
This is why you may want to start with simple research.
Try to estimate the costs associated with venue rental, catering, entertainment, technology, decorations, and any other necessary services. You need to have an idea of what each component costs.
Identify beforehand which aspects of the event are most crucial and non-negotiable. You should also set aside a portion of your budget for any unexpected expenses. You never know what could happen.
Don't forget to keep track of all the expenses in an excel spreadsheet. This way you'll always stay on top of your finances.
Picking an event space in a hard-to-reach spot can hurt how many people show up. That's why it's really important to choose the right location carefully.
You can avoid this by picking a place that's easier to get to. Or just offer ways for people to get there. Where you will be holding your event can make or break your event.
When deciding on the right location for your event, there are three key points you should adhere to:
If people are coming from far away to your event, you should think about if they'll need a place to stay near the airport before or after the event.
And if you have to offer overnight stays, it will add more strain to your budget.
Your guests and attendees should also be well rested and in a good mood. No direct flights can lead to frustration and might even stop some people from coming.
It is important to find a venue for an event that is convenient for guests of all ages. And also for individuals with special needs.
Think about whether elderly guests or even babies will be at your event. This way you'll know that you should prepare play rooms for the children or rest areas for the elderly.
Don't forget to arrange for wheelchair accessibility, special seating arrangements, and accessible restrooms. Check accessibility while conducting site visits.
What does it mean? Well, it's simple. A business meeting requires a different spot than a music festival or a wedding.
For example, a tech symposium might thrive in a modern conference center equipped with the latest gear. While an intimate wedding fits better in a picturesque outdoor garden or historic estate.
69% of event planners choose venues based on word-of-mouth recommendations.
If you have some connections in the business, don't hesitate to ask your acquaintances for some tips on great conference venues they were happy with. Ask for recommendations from colleagues, industry contacts, or social media networks.
But if you're new to the biz or just don't want to rely on what other people say, you can search for ideal venues on the internet.
Use websites and online platforms that specialize in venue listings. Here are three of these websites that made quite an impression on me:
If you're an event planner who prefers unique and unconventional spaces for your events like art galleries, lofts or warehouses, Peerspace is the right platform for you.
Their venue sourcing technology allows you to find sites for specific events like a workshop or a baby shower. You can also rent event spaces directly from local hosts.
People love how easy it is to book on Peerspace, but they often complain about inadequate customer services. Another option similar to Peerspace is Splacer, but it's only available in the US.
This UK-based platform offers a comprehensive database of venues for all types of events, including meetings, conferences, and weddings.
Aside from its outdated design, Venuefinder covers a wide range of venue types. It also offers detailed search functionality which is very user-friendly.
It primarily focuses on the UK but has available venues all over the Europe.
This beautiful site focuses on unique and stylish venues, perfect for those looking to make a statement with their event location. It offers a variety of spaces like boutique hotels and outdoor venues from around the world.
There are many more websites focusing on finding the perfect corporate meeting venue for event planners. That's why it's really important to draft the overview of your event and write down your requirements beforehand.
This way you'll know exactly what needs to be included. And you can make a specific decision to choose the right search platform. After that, all you need to do is pick the place!
The golden rule of event planning is to always select a space that you have seen in person. Site visit can be broken down to three parts: preparing for the visit, during the site visit, and post-visit evaluation.
Before conducting site visits, find out all you can about the venue you're interested in. Based on your research list all the requirements and questions you have for the owner. This way you can create a checklist to take with you.
Other necessary materials include, for example, a camera or a smartphone for photos. Documenting the event space can be particularly helpful when comparing multiple venues and making a final decision.
Images might reveal details you didn't notice during the visit. They also allow you to share the actual look with other team members.
This is the moment to inspect the available amenities such as restrooms, breakout rooms, and other areas. Evaluate the size and layout of the venue to make sure it's appropriate for your event's format and the number of attendees.
You should pay attention to the condition and quality of the facilities but also to the accessibility of the site. That is why knowing your audience is crucial when selecting a potential conference venues.
Verify that the event space will provide a pleasant experience for all the attendees. Don't forget to take notes and photos. It can be a huge bummer but trust me, you're going to thank yourself later.
Try to document everything to be able to come back to it later when you attempt to make a final decision.
Now it's time to review and compare all the potential venues. You can compare them each against your checklist and requirements.
Discuss all your observations with your team or clients to widen your perspective.
Evaluate the location, accessibility, and overall ambiance of each event space. I have said it many times already, but make sure it matches the vision you have for your event.
💡Tip: Some venues offer the opportunity to see their properties on their websites. While checking out a place online is handy, it just doesn't beat seeing it in person. There are many aspects of a meeting location that you can observe only in person.
Every part of choosing an event space is important. So it's no shock that I'm once again urging you to carefully look through the services and amenities your chosen venue offers.
If you don't have any special requirements, try to focus on evaluating the services provided by the venues. It can be catering options, cleanup services, security or additional amenities like technology, parking or accommodation.
Good food can incredibly elevate attendees' experience. It creates an opportunity to relax and encourage networking.
The memories people take away from meetings often stem from these little details like good food and drinks. I always remember places based on how good the food was there.
Venues like hotels, restaurants, and convention centers usually have on-site catering facilities. So it is important to review the culinary options provided.
Don't forget about guests with dietary restrictions or requirements (vegetarian, vegan, gluten-free, allergies). Learn about your attendees' likes, dislikes, and dietary restrictions to avoid stressful situations beforehand.
If you prefer more alternative venues, such as art galleries, museums, theaters, historic buildings or clubs, these will probably require an outside caterer.
If you're thinking about bringing in your own caterers, make sure to check the venue's rules about using outside catering services first.
This step is closely related to reviewing contracts. It's all about clarifying terms and conditions. What level of clean-up will the venue handle? What do the venue's setup and teardown services include? Does the venue provide restroom maintenance and security? And so on.
Sometimes, the corporate event venue supplies this equipment but that's no reason to relax. Event planners often make the mistake of not inspecting the equipment.
Attendees dislike distractions or when they have to wait. Always test the A/V equipment before the event.
Did you know that 44% event planners are most irritated by poor Wi-Fi at venue spaces? Attendees expect a fast and reliable internet connection and mobile phone signal.
Poor Wi-Fi often happens due to congestion, when too many users jump on a bandwidth that can't handle the load.
Try to plan for a high volume of Wi-Fi traffic. People often carry around more than one device. The average is two per person. With this in mind, if you were planning to get bandwidth for 500 people, you might actually need to think about covering up to 1000 people.
Put a restriction on the amount of Wi-Fi data available to each individual, especially for people who try to stream live videos. Most importantly, focus on speed. Your Wi-Fi connection speed should be sufficient enough to check emails and social media.
Inadequate parking or transportation options can significantly deter guests from attending. Struggling to find parking can result in delays and frustration.
Avoid this problem by checking the parking availability. Or just give out clear transportation instructions.
💡Tip: Informing guests of where they can find parking can be easily resolved by utilizing an event app. Many event apps allow event planners to share important information within the app. The same applies for Eventee which enables event planners to put important information in Custom menu for all attendees to see including maps.
If you decide to organize an event in a hotel, your guests will be able to easily walk to the meeting rooms. This eliminates costs for additional transportation.
If you decide to hold your event at a convention center, it might be good for you to consider one that has good hotels within walking distance.
Consider setting up networking and relaxation spaces at your event. Both of them offer several key benefits. Networking spaces provide a platform for attendees to meet, exchange ideas, and potentially form business relationships or collaborations.
Attendees can also share insights, experiences, and valuable knowledge. Positive networking experiences mean attendees will be satisfied and loyal to your future events.
Relaxation spaces can greatly boost attendee experience, giving them a spot to recharge. That is super important for events that last several days, go on for hours, or just have a lot of standing and walking around.
These spaces help attendees maintain their energy levels. A quiet and comfortable space can also help reduce stress and promote mental well-being.
Plus they can stimulate casual and spontaneous interactions. They can be just as valuable as formal networking.
As dull as this step can be, it's a vital stage in the venue selection process for any event. Make sure to read through the entire contract thoroughly. Pay extra attention to details like services, fees, and your obligations.
Here is a list of what parts of the contract you should pay extra attention to:
If any part of the contract is unclear, don't hesitate to ask for clarification. You need to make sure that you fully understand all the terms. Same goes for parts that don't suit your needs. Don't be afraid to discuss whether it can be changed.
If not, negotiate some favorable terms like discounts for early payments or additional complimentary services like free Wi-Fi, parking. Always remember that it doesn't hurt to ask.
While negotiating, you should bear in mind that it's important to stay flexible. You might have some non-negotiable aspects and requirements but you will probably not be able to agree on everything. It's important to be prepared for that kind of situation.
If you're unsure of anything during this stage, consider having a legal professional review the contract, especially for large or complex events.
Don't sign contracts that lack specifics. Avoid phrases like “to be negotiated” or “to be determined at a later date”. Have a look at these tips before you schedule an appointment to discuss the terms.
Now you should have all the information you need to make a final decision. You can create a chart or a spreadsheet to compare all the potential venues based on criteria that are important to you. For example, location, capacity, cost, amenities, and accessibility.
Another great decision-making technique is classic old pros and cons list. List all the advantages and disadvantages you can think of. Based on your list, evaluate which side seems more compelling.
This method helps in breaking down and comparing the positive and negative aspects of choices. This way, it can lead to more informed and balanced decision-making.
Don't be afraid to include other people in the decision and discuss it with your event planning team and colleagues.
Lastly, ensure the venue aligns with the primary goals and objectives of your event but also with your budget. Once you've made the final decision, all that is left is securing the corporate event venue.
Decorating your venue is of course an added extra, but certainly does add a level of professionalism to your event. The atmosphere depends on the type of event you're organizing.
For instance, in planning a product launch event, you would typically aim for a vibrant and lively atmosphere to create a sense of excitement and enthusiasm. The same goes for galas or balls. These types of events call for a somewhat romantic, elegant, and ambient mood.
Whatever you decide, the type of entertainment, decorations, and food will shape and enhance the atmosphere.
Lighting is a powerful tool for setting the mood. Soft, warm lighting can create an intimate feel while bright, colorful lights can energize the space. It can also be changed throughout the night with basically no cost. This way you can change the room dynamics within minutes.
YouTube offers various introductory videos into event lighting. For a straightforward guide on optimal light placement and overall improving your event's lighting, check out this tutorial! 👇
The next video shows different creative ways to make your event more special using lights, with some specific examples.
And for those just seeking some inspiration, the lighting design at this META event is truly on another level:
Just like bad food can ruin a perfectly fine event, the same goes for a lack of adequate bathroom facilities.
Try to provide at least one bathroom for every 50 persons. Otherwise you may have to deal with unhappy guests because they are forced to stand in long lines.
And it doesn't matter how great the atmosphere is or what speakers you invite. Guests' experiences can be quickly overshadowed by dirty restrooms.
Considering future growth is about being proactive, forward-thinking, and adaptable. If you're planning recurring events, you should look into whether your selected event space accommodates future growth so you won't have to do this process all over again next year.
Your annual event will likely outgrow its venue if it's too small which could lead to the hassle of finding a new location. Choose a venue that has the ability to adjust to different layouts and setups.
At Eventee, we regularly meet and interview event professionals who give us insights into the world of events. Explore final recommendations on how to find a venue for an event from real experts.
Gianpaolo Lorusso, a web marketing professional and the creator of the event ADworld Experience focused on digital advertising, needed a solution that would enable voting for the best PPC case histories during the event. A mobile event app like Eventee made it possible thanks to speech reviews. This feature helps evaluate who the best speaker is based on attendee reviews.
Event apps are becoming more and more popular. They offer a variety of features which will make your life easier. When selecting an event venue, consider using digital tools which can significantly enhance efficiency, engagement, and overall performance.
With so many event apps out there, it can feel overwhelming to pick just one from the huge selection. Especially since each app comes with its own special features and goals. You can choose the best mobile event apps based on this comprehensive comparison list.
Or let the facts speak for itself and look at this case study from WebExpo in 2021 where 90% of attendees created meaningful connections thanks to Eventee through Networking.
Imagine your attendees breezing in with ease, no GPS struggles, no miles of detours. Picking a nearby venue means making the journey effortless, so the focus stays on your event, not the commute.
For instance, Aneta Martínek, co-founder and CEO of the Czech educational platform #HolkyzMarketingu, advises to consider proximity of the event venue to public transport hubs, hotels, or even airport.
We are somewhat limited in terms of venues because there aren’t many spaces in Prague with a capacity of over 500 people. However, we try to choose based on the venue’s accessibility, technical equipment, and how well it’s designed for participants to have a smooth journey to the event. Additionally, we consider the staff on-site and whether they are willing to help us resolve any issues and details.
Whether it’s nestled near a well-known landmark or conveniently around the corner from public transport, choosing a close and accessible location speaks volumes. It says, 'We thought of everything,' and makes everyone’s day a little smoother.
In summary, choosing the right spot for your event is a cornerstone of event planning that sets the tone for the whole thing. It’s all about figuring out what you need. From understanding your event’s needs to considering the location, capacity, and available amenities, every detail matters.
Sure, there are tons of places to choose from. But if you focus on your event’s goals and your audience’s expectations, you’ll find the perfect spot. Remember to take your time and weigh your options carefully to leave a lasting impression.
