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The following article was published in our article directory on December 15, 2014.
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Tips for Choosing a Venue for Corporate Events

Article Category: Business

Author Name: Heather Pilcher, CSEP

An important aspect that you should consider when it comes to planning corporate events is the venue. It is important to choose a good venue that will make your employees and guests interested and motivated to attend the event. Just imagine if you choose a poorly maintained building, an event venue that had plumbing problems, or a hotel that was in an unsafe area of town for your business event. The participants will surely be disappointed and would no longer want to attend any events you have planned in the future. And if the event is for your clients or customers, it will give them a negative impression about your company and brand.

When it comes to venue selection, you need to consider a few important things that will guide you in choosing the perfect location for your meeting, conference or corporate event. Check out the following tips to avoid pitfalls of venue selection.

Amenities and facilities
It is important to choose a venue that has all the amenities and facilities that you need for a meeting, conference or corporate event. If it is a meeting, you will need a location that has the ability to offer a quiet and temperature-controlled room or rooms that will comfortably fit the amount of guests attending as well as the preferred room set up of tables and chairs. Clean restrooms are a must for any venue and parking or transportation to the venue should be provided.

In addition, the venue must be able to support all the necessary electrical requirements for your audio visual equipment. Depending on the meeting, you may need all the elements of a general session including microphones, speakers, screens, LCD projectors, switchers, audio consoles, wireless headsets, stage lighting, wireless internet connection, and much more audio visual needs that all draw a significant amount of power. So predetermining that the venue has all the necessary power available is an important aspect of choosing a facility. Particularly important is wireless internet in today's meeting and conference environment. Depending on the venue, internet can be included in the price of the rental or it can be offered as an upgraded package. If the planner can determine the availability of the internet at the venue prior to signing a contract, they can use it as a negotiating tool.

Transportation and parking
Another important consideration is accessibility. It is important that the participants will not have a hard time getting to the site. Checking on the availability of public transportations like taxis, buses, and train as well as routes that guests can take with their cars will help your guests find the best way to the venue. Many times, hotels have parking lots available but they charge for a day rate, so either negotiating the parking into the hotel contract or prepaying for the parking passes will help your guests as they arrive and park.

Food and Beverage
Every venue is different when discussing food and beverage. If the venue is a restaurant, then the kitchen staff and chef should be available to meet with you to discuss food and beverage options based on the selection of food that the restaurant offers. If the venue is a full-service convention hotel, then a catering and convention services team will be assisting you with selecting options from banquet menus, organizing timing of the food and beverage as well as communicating the offerings available. If the venue does not offer in-house catering options, an off-site caterer can be brought in to facilitate the needs of the meeting. Even if the meeting that is being organized doesn't require a breakfast, lunch or dinner, offering beverage and snack breaks can keep your attendees attentive and alert.

Safety and security
Choose a venue that is located in a safe place. Avoid locations that have a high crime rate. You also need to make sure that the building itself is secured. Risk management when dealing with meetings, conferences, or corporate events is an extremely important issue and cannot be taken lightly. Little things, like checking to make sure the parking lot is well lit and that there is security at the event to protect the guests from harm can help your guests be at ease and focus on the meeting at hand.

And to make organizing a meeting, conference or corporate event easier, you should consider hiring an event planner that will help you in selecting the right venue and take care of your event needs.

Keywords: Destination Management, Meeting Planning, Event Design, Event Planner, Decorator, Entertainment, Audio Visual, Transportation

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