Choosing the right venue – home and away

What makes a good location?

Weather its home or away location is everything.  If you are holding an event that last more than a day you need to think of accommodation – onsite and nearby.  Train stations and ample parking for guests is key.  It is sometimes tempting to pick a fantastic location in the middle of the country with stunning views and a rich history to match but will your guests travel out of their way to attend your event?   The same applies to events overseas – get to know your surroundings and local amenities.  You can always call on a corporate event management company to assist with selecting a location.

Onsite facilities

You need to ensure that you have space to set up your AV equipment and stage, you have 180 seated theatre style – make sure there is enough room for your camera crew and table for literature within the room.  Ensuing the room has ample space is key.  No one likes feeling claustrophobic and attention will be lost if people are struggling with the squeeze in a tight room.

Catering

You have your best customer and potential customers in one room.  You are promoting your new product and everyone is interacting and asking questions.  Now for the lunch break – do not make the mistake of letting the standards slip with poor catering.  Many venues will provide a good selection of catering and many venues will allow outside caterers in.  If you are working with a corporate event management company they will arrange food tasting and menu options with you.

Cost

Does the venue fall within your budget?  There is no point blowing the budget on the venue and scraping everything else together.  Many venues will offer a DDP – Day Delegate Package that includes tea & coffee plus lunch.  Many venues will come with WIFI access but always ask the question as some have a time limit on usage.

Delivery

Finally, you have the venue sorted, you know the cost and you are happy to proceed.  You need to send invites out to your clients – ensure you get the message across that this is an event they need to be at and is an exclusive invite for them.  You need to consider the timings when sending invites out, the sooner the better – you want a well-attended event with a relevant audience.

 

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