Organizing a business event is no walk in the park. You’ll have the task of making many important decisions. Regardless of the goal of the business meeting, the venue location leaves a huge impact amongst others. The venue partly affects many other decisions -starting from the catering options to pleasant experience of the attendees.
The choice of location shouldn’t be tied to a nice and accessible locale alone. It should be decided based on the requirements of your event like its size, network capabilities and lighting. If you looking for upscale corporate event spaces Orlando, check out Mango’s Tropical Cafe. It is equipped with high-tech audio and video system and can accommodate up to 3000 guests.
Though the process may sound intimidating initially, follow these guidelines to help you choose the best venue.
Location accessibility: The convenience of the event location is directly proportional to the number of attendees. Make sure transportation facilities are available to the venue so that attendees can easily reach there by air or railways. Make sure to check out the valet or parking facilities. You’ll lose out many attendees if the location is not favourable to the majority.
When you go for a site-visit look out for the following things:
- Friendly welcome
- Is it clean and well-maintained?
- Sample the food if possible and work out the menu
- Are the staffs friendly?
- Is there outer space available like VIP longue and pool?
Budget: Set a budget before you start looking for venues so that you don’t up choosing something too expensive. Bear in mind about booking cheap venues as their services would likely be below-par. If the budget is of top consideration choose either weekdays or off-season times.
Suitability: Does the venue align with the event and is it suitable for your attendees? See if the space matches your requirements. If it is a small event, an intimate space will suffice while for larger groups you will require ample space that won’t feel congested.
Services and Amenities:
- Are catering services available? Often venues which have catering facilities would waive the facility fee and charge based on the headcount for food
- Is it equipped with AV facilities? Not all venues would have built-in AV equipment and you will have to carry yours’.
- Does it have tables and chairs to use? You can save a great deal of time and money if these items they offer matches your theme.
Food and Beverage: Many venues provide food and beverage. If you prefer bringing in outside vendors for catering services confirm with the management if that’s allowed. Be mindful of catering to those having food allergies and include vegan options.
Lodging options: If your guests will be arriving from other states or countries, they would require accommodations. Either the venue should come with accommodation availabilities or there should be hotels nearby which provides shuttle service to your venue. Check if rooms are available there on the day of event.
Plan the perfect business meeting by choosing the best venue. Deciding on the venue is like half work done.