Top Tips for Choosing a Corporate Event Venue
When you are tasked with organizing an upcoming corporate event, one of the most important decisions you will need to make is choosing the event location.
With an abundance of event venues in almost every city, finding the right one for your needs takes a lot of research, careful consideration, and site visits. If you don’t get exactly what you are looking for within your budget, then you could be setting yourself up for failure.
What should you consider when choosing a venue space?
While you may love the look and feel of the venue space at the Hilton, if it’s not within your budget then you’ll need to keep looking. Event venue rental will definitely take up a good chunk of your spend, but it’s always possible to find something in your price range - even if you must compromise on a few factors or use your creativity to decorate the space appropriately.
How many people are going to be attending your event? Will you know the exact number before you book your event space, or is there potential for numbers to grow?
If you are unsure of the exact figures, make sure that you find a venue that has the capacity for a growing attendance list.
You’ll also need to consider the types of people that are attending your event. Will they be high-class executives expecting a touch of luxury? Or a group of young entrepreneurs that will only care about the content of the event and not the décor?
Depending on the type of event you have and the duration, you may like to have some onsite facilities for your team or attendees to be able to use such as:
Showers or changing rooms
Break out zones or chill out spaces
Social area for drinks/break time
Activities such as pool, table tennis, darts
Many of Garage Society’s venues have great outdoor terraces – perfect for post event socializing!
In this age of technology, then you’ll no doubt be after some tech equipment to use for your event. It’s always a good idea to check with event venues if they have what you need and that you’re able to use it. Otherwise, you will need to look at renting the equipment yourself—at any extra cost on top of your event venue rental.
Some of the things that you may need include:
Video conferencing system
If your event is going to be more than an hour or two, then you’ll want to provide refreshments for your guests. Whether this is a full buffet lunch, or just some snacks for morning tea, check to see what kind of catering services the event venues you are looking at can offer.
Your event location should be a place that is easily accessible to everyone attending, especially if you have out-of-town guests who are not familiar with the city. A central event location is usually a good idea, with public transport links or a taxi stand close by.
Garage Society has some great central locations in South East Asia worth checking out!
If you need a particular room layout to make everything just perfect, event venues should be able to accommodate your needs and arrange furniture accordingly.
Date of the event
Venue spaces can get booked up quite quickly so as soon as you have settled on a date then you’ll need to get your booking confirmed before you miss out. Make sure that the date doesn’t clash with any public or religious holidays that may cause issues with either attendance or the venue.
How long will you need the venue space for?
Your event could be just a few hours, or even a few days, but you’ll need to also factor in extra time before and after the event for setting up and packing down. Event venue rental cost is usually calculated by the hour or by the day, so you’ll need to plan wisely with your venue space to make sure they can accommodate you for the time that you need.
Consider Garage Society for your next event
If you’re looking for a great event location, contact us here at Garage Society, and we’ll happily help you find the perfect venue space for your upcoming corporate event.
Creative, trendy and populated with cool restaurants and cafes with authentic food, Sai Ying Pun hosts the best coworking spaces in Hong Kong for freelancers.
Entrepreneurs are known for busy jumping between different tasks. How can you prevent burning out from this crazy working environment while enhancing your working efficiency?