Category: Conference News

How to Find the Right Venue for Your Event

Whether a family, charitable, or corporate event, it brings your guests into a physical space and creates a unique bond. Events are important because they give people something crucial to talk about, such as discussing your company’s goals for 2022.

The communal feeling allows your guests or employees to take inspired actions. That’s why it is crucial to choose the right venue for your event. Today’s article will give you some practical tips to get the job done adequately. Read on!

Suitable Location

According to Applause Conferences, a reputable event planning and management company, the venue’s location is a critical factor to consider when planning your event. We recommend considering travel costs and convenience when deciding a venue for your family or corporate event.

To streamline the entire process, perform thorough research online to find an experienced event planning company like Applause Conferences. Our professional team chooses the venue for your event based on specific requirements.

We consider the distance from airports, affordability, low crime rates, lodging availability, etc., to ensure you get the most out of your event. In addition, we focus on reliable transportation options for your guests’ convenience, giving you peace of mind.

Venue Capacity

Overestimating the venue’s capacity needs is better than underestimating. For example, if you have planned to invite at least 200 attendees, choose a venue with a capacity of 300 people.

The purpose is to ensure enough space, allowing you to find additional guests because some attendees might show up and register on the event’s day. At the same time, choosing a venue with ample space offer additional breakout rooms.

That way, your participants can meet in smaller groups for collaboration and discussion about your company’s important agenda. Remember, flexibility in this regard is essential to mitigate the risk of capacity issues.

Although Applause Conferences’ experts don’t recommend it, you can stream the main event to the venue’s breakout rooms to fit more people and achieve comfort and convenience. Our professional team can help you research and choose a venue with a suitable capacity.

Essential Amenities

In addition to the suitable location and capacity, it is crucial to consider the number and quality of essential amenities. The purpose is to ensure everything goes smoothly and conveniently without any event management issues. Applause Conferences’ experts recommend considering the following crucial amenities:

Catering

Have you planned to provide food and drinks to the event’s attendees? If yes, choose a venue with reliable catering services. You can also hire a third-party catering service or benefit from the on-site service.

Applause Conferences suggests going for the venue’s catering service because this will cost less if the venue offers packages. Our qualified staff can give you a list of local caterers and their rates, allowing you to compare them and choose the one that best fits your needs.

Audio-Visual Equipment

Audio-visual equipment is an integral part of any event, including corporate events. Instead of buying or renting the equipment, we recommend using the venue’s speakers, lighting, video tools, microphones, etc., to save money. Remember, renting or buying audio-visual equipment is expensive, especially if you have a limited budget.

Tables and Chairs

Renting tables and chairs is as costly as audio-visual equipment for your event. That’s why narrow down your list of venues and select the one that provides quality tables and chairs for your guests. Make sure the tables and chairs are customizable according to your event’s theme.

Convenient Parking

Choosing a venue with convenient parking creates a great first impression on your attendees because they don’t worry about their vehicles’ safety. Keep in mind that the design and management of the venue’s parking affect your event’s success.

Applause Conferences’ qualified and skilled team of professionals can help you choose a venue for your event with well-designed and maintained parking to give peace of mind to all the attendees. That way, you can create an impression of smart management and showcase that you are mindful of all aspects of the event.

Internet for Your Guests

Many individuals and businesses book a hotel venue for their events. Although they consider a wide range of factors, one thing they often forget is the fast-speed internet facility for their guests. The standard hotel Wi-Fi connection is not enough to manage your guests’ internet needs.

Therefore, choosing a venue with a dedicated Wi-Fi signal for corporate events is crucial. For instance, if you are hosting a meeting where corporate staff from cities and countries will join through video conferencing tools, such as Skype or Zoom, you will need reliable internet with a data transfer speed of up to 20 Mbps.

Final Words

Applause Conferences is a reputable event management company with years of experience planning and executing large-scale corporate meetings, conferences, and special events. If you want to run your event smoothly and achieve your desired goals, use our services to reduce stress and facilitate your guests to enjoy the event. Contact us today

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