No matter what you're organising, whether a corporate party, meeting or networking event, finding the right corporate event venue is a major component of planning. After all, your event venue plays an important part in your attendees’ experience.
There are a number of things to look out for when choosing a corporate event space, from cost to aesthetics, location and size, but what else do you need to consider?
What are the different types of corporate events?
From planning a corporate party to product launches and training workshops, there are many different types of corporate events. No matter what you’re planning, finding the right event space makes a huge difference to its success.
Conferences
Conferences are a popular format for corporate events as they can be adapted to suit a variety of audiences and are often used as a tool to educate and motivate attendees.
From technology to capacity, there are many things to consider when searching for the perfect conference venue, especially when you have multiple keynote speakers and require access to break-out rooms during a long day.
Other examples of corporate events can include:
- Product launches
- Corporate party (eg Christmas)
- Trade shows
- Expos
- Team building events
- Award ceremonies
- Board or stakeholder meetings
- Seminars
10 factors that influence selection of a venue
So, how do you go about finding the perfect event venue? Here are a few things to consider.
1. Capacity
Whether it’s a corporate party or a meeting venue you’ll need to find a suitable venue that has plenty of room. Steer clear of stuffy, poorly-lit and dated halls - they’re certainly not going to reflect the vibe of your event.
If your event room is too small, attendees may feel cramped, ruining the atmosphere of your event. On the flip side, if the venue is too large, it can feel empty and make it difficult for participants to engage with one another.
Here are a few other questions to consider before you finalise your venue:
- Do you need space for guests to get ready or change clothes?
- Will you have special guests that need a private space to get ready before they step out to present?
- Is overnight accommodation needed for those travelling long distances?
2. Location
The location of your corporate event space should be a key factor in your decision-making. If you have guests travelling from various locations, you’ll need to find a venue that is easy to get to, making it easily accessible for everyone. If people can’t get there easily - they’re unlikely to attend.
If you know that guests are travelling by train, tube, or even by plane, finding a convenient meeting venue will make it easier for guests to attend.
3. Parking
As well as transportation, you may also need to consider parking options available, as there could be associated costs for you and your attendees. The last thing you want is inadequate parking and guests either being frustrated or late upon arrival - nobody likes circling round and round trying to find somewhere to park.
If your venue doesn’t have parking available, it may be worth reserving parking nearby to guarantee ample space and a smooth event.
4. Type of event
The purpose of the event you’re hosting is likely to impact the type of event venue you require. If you’re planning a conference, your focus may be on a large room with ample seating, great sound (and lighting) and presentation facilities.
Whereas if you’re in charge of party planning, you’ll likely want plenty of space for people to freely move around and engage with one another. Plus, you may want to consider your seating needs and table space if hosting a canape style event.
If you’re looking to plan a training event, consider the facilities you may need, including table space, whiteboards, flip charts, projectors and other equipment. All of these elements will help you plan (and host) a successful event.
5. Layout
Alongside the size, you need to also consider the layout. There are tons of logistics that go into hosting an event, and while it may not seem important, layout does matter. Will you need a separate space for attendees to have small group conversations or even get work done? Or maybe room for break times, outside of energy-heavy corporate activities?
The best venues allow for flexibility in their layout, so you can make the most of the space, no matter what you’re hosting.
6. Facilities and Services
Knowing what your corporate event space can offer in terms of facilities can make a big difference to the success of your event. From furniture, such as tables and chairs, to whiteboards and TVs these elements can make a huge difference in organising your day. Technology and ensuring you have fast, reliable wifi is also an important factor when choosing your space.
Once you know exactly what you need, finding the right event venue is made a lot easier. Other services you can consider are food and beverage services as well as useful break out areas. Fortunately, you’ll find that many corporate conference venues will also offer extra catering services, to keep you and your guests suitably fed and feeling your best.
7. Flexibility
A corporate event space that is accommodating and flexible can help to alleviate any stress while planning corporate events. Whether it’s flexibility on the event date, duration of your event or catering, a venue that provides solutions makes the planning process easier.
If you find a great event venue that doesn’t have your desired date available to book, it’s always worth checking with the venue to find out if they have more event spaces available nearby in other locations.
8. Lighting
Much like unlocking the key to a productive team meeting, lighting also plays an important role. Too dark and your attendees could find themselves nodding off in the background - too bright, and your guests will wish they brought sunglasses.
It’s important to consider how lighting can impact the type of event you’re running and how it can help really set the scene.
9. Acoustics and AV Set-up
While the acoustics of a corporate event venue may not be a dealbreaker, it’s still an important aspect to consider when making a booking.
Take note of the audio and visuals setup, especially if you have a lot of guests. For awards ceremonies or corporate parties, sound quality and acoustics can make a huge difference. There’s nothing worse than being unable to hear or see a presentation and awards speech due to the sound setup.
10. Accessibility
If an event space isn’t easily accessible, it could be incredibly difficult for some attendees. While looking for the perfect venue, consider the needs of those attending, whether it’s your team members, sponsors, staff or clients.
Most venues will have already taken this into consideration, but it’s always worth checking ahead of time.
What facilities should a venue have?
This is heavily dependent on the type of event you’re organising. In order to make the most of your event room, find out what facilities and technology are offered. Not only will these features help your event run smoothly, but they’ll also save you from having to take extra equipment there on the day. Some services to look out for, if required, are below:
- Plenty of seating and workspaces
- WiFi
- TV screen
- Audio equipment
- Video conferencing
- Air conditioning
- Break-out rooms
How can I choose a venue for a corporate event?
Before choosing your corporate venue, it’s important to know what is required for your day to run smoothly. Think about what you cannot do without, what would be beneficial to your event (such as AV equipment) and what you may need to bring too. Don’t be afraid to ask the venue plenty of questions, so you know exactly what’s available to you.
When armed with a budget, you’ll be able to search accordingly, especially when you have a rough idea of the number of people attending.
How much does it cost to hire a corporate venue?
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Area |
Starting price for event venue rental per hour |
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From £9 - £149 |
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From £19 - £43 |
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From £15 - £39 |
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From £15 - £29 |
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From £25 - £39 |
It can be difficult to give an accurate figure on the cost of corporate conference venues, since every event is very different in its capacity, accessibility and facilities required.
From size to location, equipment and catering, every corporate event is planned according to its unique requirements. If you’re simply looking for a conference room to host a board meeting or presentation, our serviced meeting rooms are a good place to start.
Discover how your business could benefit from Regus’ event space here.