How to choose the perfect venue for your next corporate event

What is your purpose? 

Before you get into the full details of event planning, it’s important to have a clear vision of why your event exists. Put some time into considering the purpose of the event and consider what you would like the atmosphere to be like for delegates—is it a formal occasion, a celebration, or maybe a way to engage your staff and help them connect? Taking this into consideration will help you choose a venue that matches your goals for the event and will help you play to your venue’s strengths to create the best experience possible.

Understand your audience. 

Understanding who will be on-site is crucial when you start to narrow down your short list of potential spaces. As well as the number of delegates that will be attending, research the demographics of the people who will be involved and what they will be doing as part of the experience. If your event is a family-fun day, for example, you should consider whether the space is child-friendly. Other things to think about are break-out areas for delegates who may need quiet zones or places to pray and discuss how they will be interacting—is there space for tables to take notes during the speakers? Do you need smaller break-out rooms for seminars, or is there room for a dance floor?

Sustainable travel options 

You might have found the perfect venue, but if it is tricky to get to using sustainable transport, your delegates might be put off before they even arrive. Make sure you communicate green travel choices to delegates well in advance so they can plan. Include information on safe walking routes to the venue, e-transport options like e-bikes or scooters, and the closest bus and rail connections so people don’t have to rely on cars or taxis to reach you. If you know you have delegates arriving from the same location, offer a ride-share service or encourage car-pooling by putting delegates in touch with each other ahead of the event.

Location, location, location 

Consider where your delegates are travelling from when you’re scouting out the perfect location. If it is a new city, they might want to be pretty central so they can enjoy exploring in their downtime or have the option of a range of nearby accommodations if they will be staying over.

Choose a space where everyone is welcome. 

93% of disabled people are not wheelchair users, and 1 in 4 people that come to an event will have some form of disability, most of which won’t be visible. Ensure that the venue you choose will give everyone the same opportunities to join in and have the same great experience. Research your chosen venue and consider what accessibility barriers there might be for a wheelchair user—someone who is D/deaf or has hearing loss, someone with visual impairment, or someone who is neurodivergent, autistic, or has dementia. Speak to the staff on-site to understand their processes and training, so every delegate gets a warm welcome and an equitable experience.

Layout and capacity 

Assess the capacity and layout of the venue to make sure that it can comfortably accommodate the number of attendees and the type of event activities planned. No one wants to be crammed in like sardines or feel like there is lots of dead space. Consider the flexibility of the venue’s layout to accommodate different event setups, such as presentations, workshops, networking sessions, and dining areas. Chat with the venue staff about how spaces can be manipulated with screens, folding walls, or other furniture so you can make the most of each area you have available.

Signals and services 

Picture this: You’ve found the perfect rural venue—it’s gorgeous and set in miles of countryside. but the WiFi drops out during the live stream of the keynote speaker. It may seem obvious, but double-check the services that are offered by the venue in detail and consider where you will have to bring in outside support to make the venue suitable for your requirements. This could include audiovisual equipment, Wi-Fi accessibility, technical support, catering services, and event staff on-site. Make sure you factor in any external support costs into your event budget so you don’t get any nasty surprises further down the line.

‘Tis the season. 

Event planning can take months, and it’s important to think about the time of year that your event will take place when you are making your booking. There are lots of things to consider if you are booking ahead of time: what will the temperature in the room be like, will the lighting be okay if the sun is rising or setting at a different time, and is there an in-door option if your outdoor summer event suddenly becomes a washout? Consider other factors, like local events that might cause traffic and public holidays, that may affect the availability and pricing of the venue too.

Brand Alignment 

Last but not least, does your chosen venue match your organisation’s brand? Look for a venue where the ambiance matches your brand values and aesthetic. Whether it’s a modern, sleek space for a tech product launch or a sophisticated, formal setting for a gala dinner, the venue’s look and feel should be chosen to reflect your theme and how people think about your brand. Consider the interior design, lighting, and overall decor to ensure that they enhance the event’s atmosphere and don’t jar with your messaging and tone.

We know that event planning can seem like a daunting process, and the team at BeaconHouse Events is here every step of the way, from strategy to styling, to make sure your event programme goes without a hitch. Get in touch with the team to discuss your ideas at info@beaconhouse-events.co.uk or give us a call on 0191 691 3456.