Planning a conference has never been an easy task! There are hundreds of factors that the organizer has to keep in mind while planning a corporate event so as to be able to make the event enjoyable for everyone. While the organizer may be confronted by various decisions regarding the event-planning, the most important one is choosing a right venue!
Once you have decided the venue for your event, consider yourself halfway through with the planning process. ￼￼While the other elements of a corporate conference are highly important too, but your event can be a huge disappointment for your team, if you offer your team with a poorly chosen conference venue, even when the other elements are planned in order. The importance of choosing a right venue cannot be undermined, your conference set up is the one thing which determines the success of your corporate conference.
If you are planning a corporate conference for your company, here are some guidelines to make the venue-search easier for you!
1. Choose An Approachable Venue￼
We cannot focus on this enough! When you go out searching for the right venue for your corporate conference, choose a venue that is nestled in an approachable location for all your employees. It can be a struggle to find one location that is convenient for all the members of your team which is why choosing a venue that is located near to your corporate office is a wise choice. It easier for the team to reach the venue and the possibility of people failing to show up because of the distance factor also minimizes.
2. Focus On Accommodation Capacity
The size of your team is one factor that should heavily affect your venue choice for the corporate conference. If you are organizing a team meeting, you should consider the capaciousness of the venue you are choosing. A venue with a small accommodation capacity can make your team feel congested and make them unable to enjoy the event, whereas a highly capacious venue for a smaller team can also be a poor choice making the guests unable to experience social intimacy within themselves. Various venues also offer budget-friendly packages for team parties given a pre-decided number of people are confirmed, before selecting your venue, ask the manager about the f&b minimum and avail packages accordingly.
3. Select A Work-Friendly Ambience
Different types of parties demand different venues in the context of the ambience. The type of conference you are planning to organize may or not be incorporated into the venue, which is why you should consider the venue’s ambience before selecting it for your corporate conference. In case you are planning a themed event, check if the venue is suitable enough in terms of ambience for your theme. The age group of your team should also be taken into consideration before you select the venue since people belonging to different age groups have different preferences. Make sure that you select a conference venue whose ambience complements the meeting purpose well.
4. Service and Amenities
Service and Amenities may seem an insignificant factor in any conference, but the lack of good service and basic amenities can totally make your event a huge failure. Once you have discerned the type of venue you require based on the purpose of your event, go ahead to consider factors like availability of amenities like parking, live music, dedicated dance floor, lift and more. Think about the basic requirements of your team and based on the same, choose your corporate conference venue! Also, consider the various food and beverage packages in terms of cuisines available, the number of drinks available for the conference, and see if the cost of the same falls under your budget. Ensure that the venue offers a steady service so that your guests do not have to keep waiting for the food at the event.
You do not have to be a professional event planner so as to organize a successful conference. Instead, if you just prudently plan each element of your event instead of hassling during the organizing stage, your conference is bound to be a sure-shot hit amongst your team!
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