Choosing the right venue is critical to your corporate event‘s success. It impacts guest experience, reflects your company’s professionalism, and streamlines event operations. Here’s a quick overview of what to consider:
- Location: Accessible to attendees, with parking and transport options.
- Space: Enough room for your guest count, with flexible layouts for activities.
- Technology: Reliable AV equipment, high-speed internet, and sufficient power.
- Catering: Varied menu options, dietary accommodations, and beverage services.
- Amenities: Restrooms, coat checks, and networking areas.
- Design: Aligns with your event’s theme and offers branding opportunities.
Quick Tip: Use the checklist to evaluate venues efficiently and ensure they meet your needs. Focus on accessibility, functionality, and guest comfort to create a seamless event experience.
Things to consider when planning a corporate event checklist
Getting There
The location and accessibility of a venue play a big role in how successful an event can be. Here’s what to consider for making access easy and convenient.
Location Benefits
Choose a venue close to major transportation hubs like airports, train stations, or central transit points. This makes travel easier for attendees. As IACC points out:
“If your meeting or event delegates are traveling from out of town, you may want a venue near the airport, train or central transportation. Find out if parking is provided, what any extra costs might be, or if alternative transportation can be arranged.” [2]
Transport Options
Look into various transportation options to ensure smooth access. Besides on-site parking, you can:
- Reserve nearby parking spaces
- Arrange shuttle services
- Partner with ride-sharing companies to offer discounts
Access for All
Make sure the venue is easy to navigate for everyone. Check for accessible entry points, elevators or ramps, navigable interiors, and ADA-compliant restrooms.
These factors are essential before diving into space planning.
Space Requirements
Planning the right amount of space for your event is key to ensuring comfort and functionality. This involves assessing your guest count, room layout, and the need for specific zones.
Guest Count Planning
Choose a venue that matches your guest count and event style. Use the table below to estimate the space you’ll need per person:
| Event Setup Style | Space Needed (sq ft/person) |
|---|---|
| Standing Reception | 6 |
| Mixed Format | 8 |
| Reception with Dancing | 9 |
| Classroom Setup | 14–18 |
| Conference Table | 30–40 |
“Attendees don’t enjoy events that are overcrowded and difficult to navigate, so calculating event capacity is critical.” [3]
Don’t forget to account for additional areas like stages, registration desks, and refreshment stations. Once you’ve determined the required space, focus on the room layout to improve engagement and flow.
Room Setup Options
The way you configure the room is just as important as the overall space. Tailor the layout to suit your event goals. Below are common setups:
- Theater Style: Seats face a central presentation area, making it ideal for keynote speeches or large presentations.
- Classroom Style: Designed for focused learning, with tables and chairs arranged for note-taking or group work.
- Banquet Setup: Best for dinners or awards ceremonies, featuring round or rectangular tables.
For events with dancing, allow about 4.5 square feet per person on the dance floor, assuming 33–50% of attendees will participate.
Separate Areas
Check if the venue offers distinct spaces to support various activities:
- Meeting Zones: Private rooms for breakout sessions or confidential discussions.
- Networking Areas: Informal spots like lounges or outdoor spaces to encourage mingling.
- Quiet Spaces: Smaller rooms or secluded areas for private calls or focused work.
Ensure all areas are easy to navigate and meet any technical requirements for a smooth event experience.
Equipment Needs
Modern corporate events require reliable technical setups to ensure smooth presentations and communication. Here’s what to consider when evaluating a venue’s technical capabilities.
AV Setup
Audio-visual equipment is essential for corporate events. Here’s a quick checklist of what to look for:
| Equipment Type | Key Specifications |
|---|---|
| Projectors | At least 5,000 lumens for large spaces |
| Screens | 16:9 aspect ratio, minimum 100-inch diagonal |
| Sound System | Distributed speakers and 2-4 wireless microphones |
| Video Recording | Minimum HD resolution (1080p) |
| Display Monitors | 65-inch or larger for breakout rooms |
Always have backup equipment ready and schedule a technical rehearsal at least 24 hours before the event to address potential issues.
Internet Access
Strong and reliable internet is non-negotiable, especially for hybrid or virtual event components. Here’s what to ensure:
- Dedicated Bandwidth: Minimum 100 Mbps symmetrical connection.
- Backup Connection: A secondary internet line for redundancy.
- Wi-Fi Coverage: Multiple access points to maintain consistent signal strength.
- Network Security: WPA3 encryption and guest network isolation.
For livestreaming or virtual participation, confirm the venue can offer a dedicated hard-wired connection to avoid disruptions from shared usage.
Power and Lighting
Proper power and lighting setups are essential for a professional event experience:
- Power Distribution: Multiple 20-amp circuits to handle AV equipment.
- Backup Power: UPS systems for critical devices.
- Charging Stations: Easily accessible for attendees and staff.
- Lighting Control: Dimmable zones to suit various activities.
If the venue has large windows, ensure shading options are available to minimize screen glare. Create a detailed power requirements document outlining all equipment and peak power needs to prevent overloading circuits.
Food and Drinks
When planning an event, great food and drink services can make a huge difference in creating a memorable experience.
Menu Options
Corporate catering needs to cater to a wide range of tastes and preferences. When reviewing menu options at a venue, think about the following:
| Service Style | Best For | Key Benefits |
|---|---|---|
| Plated Service | Formal meetings, awards dinners | Professional look and consistent portions |
| Buffet Style | All-day conferences, networking | Variety of options and flexible timing |
| Food Stations | Large gatherings, mixed formats | Interactive setup and shorter wait times |
| Passed Hors d’oeuvres | Welcome receptions, cocktail hours | Encourages mingling with an elegant touch |
For events lasting multiple days, mix up the menu to keep things interesting. Always request tastings to ensure the food looks and tastes great.
Pair your menu with a beverage plan that complements the meal and event style.
Drink Service
The type of drinks you offer should fit the event’s schedule and tone:
- Morning: High-quality coffee and specialty drinks
- All-Day: Water stations and light refreshments
- Evening: Full-service bar with premium options
- Non-Alcoholic: Craft mocktails and unique beverages
If alcohol is being served, set clear guidelines for service and timing. Many venues provide beverage packages, which can be priced by consumption or per person.
Diet Requirements
With around 60% of Americans having dietary restrictions [4], it’s essential to create a dining experience that works for everyone. Here’s how:
- Gather dietary details during registration, including:
- Vegetarian or vegan preferences
- Gluten-free needs
- Kosher or Halal requirements
- Food allergies
- Low-sodium or low-fat diets
- Ensure proper execution by:
- Using separate prep areas to avoid cross-contamination
- Clearly labeling dishes with allergen information
- Training staff on how to handle dietary needs
- Offering equivalent alternatives for those with restrictions
These steps ensure every guest feels included and cared for.
Look and Feel
Design Style
The venue’s design should reflect your company’s image and align with the event’s purpose. Pay attention to these key design elements:
| Design Element | Impact on Event | Considerations |
|---|---|---|
| Architecture | Sets the tone immediately | Historical charm, modern accents, ceiling height |
| Lighting | Shapes mood and usability | Natural light, dimming options, accent lighting |
| Interior Finishes | Creates the overall vibe | Wall textures, flooring materials, color palette |
| Seating Style | Affects interaction and comfort | Fixed vs. flexible layouts, seating quality |
The design should match the event’s purpose. For instance, a training session might benefit from bright, open spaces, while client appreciation events may feel more inviting in elegant settings with warm, subtle lighting. Consider how the venue can visually align with your company’s identity.
Brand Display
The venue should provide ample opportunities to highlight your brand. Think about these placement options:
- Entryways and registration desks for signage
- Digital screens or projection areas for logos and visuals
- Wall spaces for banners or custom displays
- Strategic lighting setups to project your logo
- Photo-friendly spots for branded backdrops
Check the venue’s guidelines on:
- Mounting temporary signage
- Available tech for digital displays
- Rules about decorations
- Setup and teardown schedules
- Safeguarding the venue’s existing features
These strategies ensure your branding is visible but not overwhelming, keeping the event polished and cohesive.
Special Features
Look for unique venue features that can enhance both the functionality and atmosphere of your event. Options include:
- Private dining rooms with adjustable lighting
- Outdoor areas for breaks or networking
- Eye-catching architectural details
- Spaces that can easily adapt to different needs
For example, a grand staircase can double as a focal point for photos and a practical design element. Features like skylights can provide natural light during the day but may require additional lighting for evening events. Similarly, exposed brick can add charm but might influence acoustics and temperature control. Choose features that balance aesthetics with practicality.
Quick Reference
Main Points
Use this checklist to quickly assess venues:
| Category | Key Considerations | Must-Have Features |
|---|---|---|
| Location | Distance from attendees, parking availability | Easy access, ample parking |
| Capacity | Total occupancy, flexible space | Room for movement, separate areas |
| Technology | AV equipment, internet connectivity | Reliable WiFi, projection systems |
| Catering | Menu options, service style | Dietary options, bar service |
| Amenities | Restrooms, coat check, registration area | Clear signage, climate control |
| Budget | Base cost, additional fees | Transparent pricing, package options |
For detailed evaluation, refer to the chart below with questions to ask during site visits.
Feature Chart
| Feature | Priority Level | Key Questions |
|---|---|---|
| Space Layout | Essential | – What’s the maximum capacity? – Can the space be divided? – Are there separate networking areas? |
| Technical Setup | High | – Is AV equipment included? – What’s the WiFi bandwidth? – Are there backup power sources? |
| Food & Beverage | High | – Are there preferred caterers? – What’s included in beverage service? – How are dietary restrictions handled? |
| Accessibility | Essential | – Is there elevator access? – Where are emergency exits? – What’s the parking situation? |
| Support Services | Medium | – Is setup/teardown included? – What’s the cancellation policy? – Are there on-site staff? |
Research indicates that 87.85% of attendees find food and beverage quality critical for event satisfaction [5]. When choosing a venue, focus on features that support your event’s goals while ensuring core amenities are covered. Flexibility with attendee numbers is also key, as these often fluctuate closer to the event date [5].
Conclusion
Picking the right venue plays a key role in the success of your corporate event. The venue not only sets the mood but also supports the overall theme of your gathering.
“Choosing the right venue for your corporate meeting, event, conference or training is just as important to your success as carefully planning the schedule of sessions or selecting speakers.” – IACC [2]
To make an informed decision, consider these steps as you finalize your venue choice.
Next Steps:
- Define Your Event’s Purpose: Clearly outline your event goals and set a realistic budget.
- Create Your Timeline: Develop a schedule that includes:
- Researching potential venues
- Visiting and evaluating sites
- Negotiating contracts
- Finalizing your choice and booking
- Coordinating setup and logistics
- Conduct Thorough Evaluations: Revisit key considerations like:
- Ease of access and proximity to transportation
- Room layout flexibility
- Catering options, including special dietary needs [1]
Keep in mind that the venue’s style and décor significantly influence the atmosphere of your event [2]. Take the time to ensure the space aligns with your professional goals and the vibe you want to create.
