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VENUES MONTH: Our guide to finding the perfect partner

For corporate event managers, selecting the ideal venue is the foundation for a successful event. However, with a vast array of venues vying for your attention, navigating the selection process can be daunting. Here are our top tips to help you source trusted venues and build a successful working partnership

1. Define Your Event Goals and Delegate Profile:

Before embarking on your venue search, clearly define your event objectives. Is it a product launch, a large-scale conference, or a team-building retreat? Knowing your goals will guide your venue selection and ensure it offers the necessary facilities and atmosphere to achieve them. Furthermore, consider your target audience – their demographics,preferred learning styles, and any accessibility requirements.

2. Prioritise Location and Accessibility:

Location matters. Choose a venue conveniently located for your target audience, with easy access by public transport, car parking facilities, or airport proximity if necessary. Consider factors like travel time, travel costs, and potential disruptions due to traffic congestion.

3. Evaluate Venue Functionality and Flexibility:

The chosen venue should seamlessly accommodate your event format. Evaluate the size and layout of the space,considering factors like breakout room availability, stage set-up options, and catering configurations. Look for venues offering flexibility to adapt to your specific event needs, whether it’s a formal presentation, a bustling networking event, or an interactive workshop.

4. Focus on Technology Integration and Audiovisual Capabilities:

Modern events rely on technology. Choose venues equipped with high-speed Wi-Fi, adequate power outlets, and up-to-date audio-visual (AV) equipment. Evaluate the in-house AV team’s capabilities and inquire about their experience with events similar to yours. Having reliable technology infrastructure ensures a smooth and engaging event experience for your delegates.

5. Seek Transparency and Competitive Pricing:

Transparency is key. Partner with venues that offer clear and detailed pricing structures, outlining costs for the space rental, catering services, audio-visual equipment, staffing, and any additional charges. Negotiate competitive rates and consider requesting all-inclusive packages for streamlined budgeting.

Building a Successful Partnership:

Beyond selecting a suitable space, fostering a strong relationship with the venue team is crucial:

  • Open Communication: Maintain open and consistent communication throughout the planning process. Share your event vision, logistical requirements, and budget constraints with the venue’s event coordinator.
  • Site Visits: Schedule comprehensive site visits to assess the space, discuss logistics with the venue staff, and identify any potential challenges.
  • Collaborative Problem-Solving: Anticipate potential issues and work collaboratively with the venue team to develop solutions. Their experience and knowledge of the space can be invaluable in ensuring a seamless event experience.

By following these top tips, senior corporate event managers in the UK can navigate the landscape of trusted venues with confidence. This empowers them to select a venue that perfectly aligns with their event goals and budget, and to build a strong working partnership that ensures a successful and memorable event for all attendees.

Are you looking for specialist Venues for your conference or event? The London Venues Summit can help!

Photo by Alexandre Pellaes on Unsplash

AUTHOR

Stuart O'Brien

All stories by: Stuart O'Brien