subject: Planning for Success: Corporate Event Venue Preparations [print this page] Planning for Success: Corporate Event Venue Preparations
Planning for a corporate event requires months of preparation, especially if you're expecting hundreds of participants. Finding the right venue to hold your guests and participants is half of the planning process. Once you have this checked-off, then the rest of your To-Dos will smoothly follow.
As the head of planning, your first job is to make a checklist of all major tasks with related subtasks under these items. Use a checklist system that works for you so you don't feel overwhelmed with all the things that needs to be done. Having the ability to designate and assign tasks will also be a crucial factor in the success of your corporate event. Make sure they have a copy of your list so no one gets lost during the whole process.
The date of the event is a must-know when looking for a conference center. If it is peak season for such events, then finding a good venue might turn into a bit of a challenge. But if you plan ahead, you'll have better chances of booking the best convention center in town. If the number of participants reaches to more than a hundred, invitations have to go out at least two months before the event; and confirmations have to be back a month prior to D-day(s).
Decide on an overall theme. Although corporate events are known for being boring most of the time, putting in an extra effort to loosen things up can contribute to the satisfaction of your guests. It doesn't have to be out-of-this-world but at least give your guests something to be excited about as they listen to lectures and speeches. Choose a conference center that caters to themed events. This means they have the facilities to go beyond traditional corporate events and they also have the people to help you execute these plans. Some venues have specific rules and constraints about house designs so make sure you get a place where you have better freedom to actualize what you have in mind.
If people are going to come in from out of town and the event will take more than a day, make sure you choose a venue that is easily accessible and are preferably in closer proximity to hotels. Providing the participants with maps is also a detail you shouldn't take for granted. Insert a map on the invitations. If possible, put a list of nearby inns and hotels in case they want other options. There are also convention centers that offer hotel accommodations but this is more feasible for a smaller headcount of guests.
Working on a budget shouldn't be a surprise for an event planner. In order to save time and legwork, take advantage of the convenience of the Internet to shop for possible venues. Look for positive reviews and browse websites that offer virtual tours of their place. Have several options but make a short list of you top choices. Get their contact details and set an appointment to get a quotation of their conference centers. Don't be shy about asking for special discounts and packages. Using your charms go a long way.
When you've decided on a final venue for your corporate event, make the necessary arrangements and ensure that you are in coordination with the venue until the last minute. It's useful to have one or two contact persons that you can reach at all times. Some convention centers have personal planners and these will probably the people you'll be in touch with most of the time.
Lastly, when everything is done and all was a success make sure you thank the venue owners so you have an instant network for your next events.
