Booking a venue for your corporate event might seem straight forward, but there are a number of factors that you should consider when deciding whether a venue is right for you, your business or your event type. This article will cover the obvious (& maybe not so obvious) questions you should be asking a potential corporate event space that will ensure your event planning goes off without a hitch.
Availability
- Is the venue available on your preferred date?
- How far in advance does the venue book out?
- How long are you able to book the space for / When does your party need to depart?
- Is there the option to extend your use of the space if needed?
Capacity
- What is the maximum venue capacity of the event space?
- Is your event stand up or sit down? (Capacities for the same space, depending on event style can differ greatly)
- If your numbers drop / increase, will you need to move to another area that better suits the new size of your party?
- How close to the event date to you have to send final numbers?
Location & Accessibility
- Is there parking / public transportation near the venue?
- How far will guests have to travel to get to the venue?
- Does the venue have disability / wheelchair access?
- If you are bringing a lot of equipment / decorations, is there loading dock or service elevator access available if needed?
- Is there nearby accomodation for guests traveling from out of town?
Cost & Payment
- Does the venue have room hire?
- Are there minimum spend requirements when booking the space? (i.e. Minimum bar tab or catering)
- What is included in the venue’s packages & what will cost extra?
- Does the venue require a deposit & when is it due?
- What forms of payment does the venue accept?
- What is the venue’s cancellation policy?
Facilities & Services
- Does the room hire come with the necessary equipment you need (i.e. Projector, microphone, speakers..etc.)
- Does the venue have chairs & tables or will these have to be hired separately?
- Does the venue have any stationery inclusions in their package (i.e. For conferences, sometimes the venue will provide notepads & pens).
- Are bathrooms easily accessible to guests from the event area?
- Will you need smoking areas accessible to guests?
Catering & Food Options
- Does the venue have an onsite / contracted caterer or will you have to organise this separately?
- Is the venue / caterer licensed for alcohol service or is it BYO?
- Can the venue / caterer accomodate for potential dietary requirements?
- Does the venue match your chosen catering style? (i.e. Sit down dining or canapé)
Layout & Design
- Can you arrange the space to suit your event’s needs (i.e. Theatre Style, U-Shape or Classroom Style).
- Will you need additional break out rooms or spaces to network, away from the main event space?
- Is there enough lighting for your planned activities? (i.e. Workshop)
- Will your party have complete, partial or no privacy from the general public?
Security, OHS & Insurance
- Does the venue have it’s own security? (Especially important for large or high-profile events)
- Does the venue’s insurance meet your own company’s policies for external events?
- Does the venue have proper emergency exits, fire safety measures or first aid kits?
Set-Up & Clean Up
- What time are you permitted to access the space for set-up?
- Are there additional charges for early set-up / late pack-down outside of your booked event time?
- Does the venue / your package include staff to assist in set-up & pack-down?
- Are there rubbish bins onsite that you can use or are you expected to take large pieces of rubbish with you?
- Will clean up fees incur if you leave the space unreasonably messy?
Supplier & Decor Restrictions
- Does the venue have any policies that restrict what decorations you can bring (i.e. confetti, glitter etc..)
- Are there any restrictions around using external suppliers (Some venues have contracts with preferred suppliers that are engaged for every event at that venue).
- Is the venue 18+ only?
Event Support
- Is there an event manager or coordinator available to assist with the running of the event on the day?
- Who are the onsite contacts you can liaise with on the day in case there are any access, technical or other logistical issues? (i.e. Locked doors, music not working etc..)
Where to start?
Now that you’ve considered all of these potential factors for your upcoming corporate event, it’s time to book your venue! Luckily, at Wine & Dine’m Catering we have worked with a wide range of Brisbane & Gold Coast’s best corporate event venues & have shortlisted our favourites which you can find on the Venues page of our website.
