When you’re planning a meeting or corporate event, one of the very first things you’ll need to do is select a venue. The variety of venue options you have will vary depending on the type of event you’re hosting and the location where you’re hosting it.
But no matter how many options you have to consider, there are a number of important things to keep in mind as you’re selecting the ideal facility for your meeting or event.
Here, we’ll review a handful of the most important things to take into consideration as you’re choosing a venue for a professional meeting or event.
6 Key Things to Consider When Choosing a Meeting or Event Venue
As you’re exploring your options when it comes to corporate meeting and event venues, the following factors/questions should remain top of mind.
1. How Much Space Will We Need?
Consider how many people will be invited to the event or meeting, and what they’ll be doing. A company yoga retreat will likely require more space than a sit-down meeting with a small group of clients.
Make sure that everyone can fit in the space and do what needs to be done comfortably. If you’re questioning whether or not a venue is large enough to accommodate everyone, that facility is probably not the one to go with. It’s always a good idea to err on the side of caution and select a venue that might be slightly too big rather than too small.
2. Is the Facility Available on the Date That I Need It?
This is a big one! If you’ve already established the date for your meeting or event, you’ll have to eliminate any venue options that aren’t available then.
When possible, it can be helpful to keep meeting and event dates flexible until you’ve started exploring your venue options. Having a few tentative dates to work with can make it easier to secure an ideal space, especially if you’re hosting a professional gathering in an area where facilities are in high demand.
3. Is This Venue Within Our Budget?
Budget is another important factor that should not be overlooked when booking a venue for a meeting or event. It’s always a good idea to have a budget determined ahead of time so you don’t end up stretching yourself too thin when it comes to the expenses associated with the gathering.
Remember: your venue will not be the only expense you accrue when putting on a corporate event. Develop a budget and stick to it, especially when selecting your venue. You’ll be glad you did.
4. Does the Facility Have (or Can It Accommodate) The Technology That We’ll Need?
In this day and age, business meetings and events require all sorts of technology to be successful. From outlet clusters and charging stations to projectors and projector screens, computers, sound systems, and more, the on-site equipment can make or break a professional gathering.
As you’re reviewing your venue options, be sure to have an awareness of what technologies or accommodations you’ll need to make your meeting a success. It’s also worth asking if you’ll have access to on-site technical support should you need it once your event is underway.
5. Is The Venue Conveniently Located?
Venues that are easily accessible, close to local accommodations and conveniences, and easy to get to from transportation hubs are ideal. They tend to encourage attendance because they make life much simpler for attendees.
As you’re visiting the venues you’re considering, be sure to take convenience of location into account. You’ll want the space you choose to be easy to find and convenient to get to, both for local attendees and for those coming from out of town.
6. Does the Venue’s Layout Make Sense For the Type of Meeting We’re Hosting?
A large open space with rows of chairs won’t work well for an intimate meeting about a client project, just as a small meeting room won’t work for hosting a conference.
As you’re exploring your potential options, be sure to keep the venue’s layout – and what you’ll be using the venue for – in mind. You’ll want to be sure that how the venue is set up makes sense for they type of event you’ll be hosting.
Need a Convenient Place to Host a Business Meeting in the Boston Area? Check Out The Lakeside Park!
There’s a lot to consider when it comes to selecting a venue for your next professional event. The factors listed above are just six of the many things to take into consideration as you try to find the ideal space for your next gathering.
Looking for a space in the Boston MA area? Be sure to check out The Lakeside Park!
Whether you’re hosting a meeting or a larger professional event, we are a convenient option for those who are local, and for those coming from out of town. At The Lakeside Park, we offer temporary office spaces and meeting rooms that make terrific spaces for collaboration! Our on-site hotel is a convenient place to stay, and offers a meeting and function space for larger corporate events and gatherings.
We’re also right near I-95/128 and I-93 in Massachusetts, and we’re easily accessible via public transportation as well.
Looking for additional insight related to planning successful business meetings and events? Check out the following resources:
7 Tips for Planning a Highly Effective Meeting – Find out what steps you can take to ensure that your next meeting is a success.
Restaurants Near Wakefield MA – Planning a business gathering in the Wakefield area? Want to wine and dine a client nearby? Check out our list of great local restaurants that are great options for dining with clients and coworkers.