One of the most important decisions you’ll make when planning a corporate event is choosing the venue.
The right venue provides a professional yet comfortable atmosphere. It has all the amenities you need to provide an excellent program – as well as meals – for attendees.
How do you know which venue is right for you? The best thing to do is to ask questions to get as much information about the venues you’re considering.
Struggling to Choose the Right Venue? 10 Questions You Should Be Asking
Ask these 10 questions to choose the venue that fits all your needs, as well as your budget.
1. What COVID-19 Safety Precautions Are They Taking?
During a time of global pandemic, safety is paramount. Ask potential venues about their safety protocols, including:
- Mandatory masks
- Social distancing
- Limited attendees
- Hand sanitizer stations
- Equipment disinfection practices
2. What’s the Cancellation Policy?
Things come up. Sometimes, events need to be canceled and rescheduled. That’s something that’s become all too apparent in 2020.
Find out a venue’s policy for canceling:
- How much notice do they need to get your deposit back?
- Is a non-refundable deposit 100% non-refundable, or do they have a sliding scale?
3. What’s the Booking Policy?
What is the flat cost of hosting the event?
In addition to asking about the cancellation policy, see what type of payment plans they offer. Also, make sure to check into additional costs, like those that can accrue for overstaying the allotted time or for any potential property damage.
Don’t forget to inquire about insurance requirements as well.
4. Will There Be On-Site Staff to Help?
On-site staff can make your life a lot easier, so check with each venue to see if this is something they offer. However, if you choose to source your own staff, ask if there’s a fee for doing so.
5. Is Catering Included?
Some questions to ask about catering:
- Is there an on-site caterer?
- What services do they provide (buffet, courses, full-service)?
- What is the cost?
- Will there be a charge if you choose to bring in an independent catering company?
- Do they have a list of exclusive suppliers?
6. What Kind of Security Is Provided?
You want your guests to feel safe as well as comfortable during your event. Ask the venues what type of security measures and personnel they have in place.
7. Is There Parking or Transportation for Guests?
Some venues offer pick-up and delivery from a nearby airport to the facility. Others have on-site parking. Ask about parking and transportation, and if there are any extra fees included for these services.
8. When Are You Allowed to Set-Up?
It’s imperative that you check with the venue that their schedule matches yours, especially if the venue is in the practice of holding multiple events on the same day.
Find out when you can start setting up to your event and adding some buffer time to your schedule, so you don’t get backed up while venue employees are cleaning and disinfecting after other guests.
9. What About Tech?
Every event requires some level of tech – from audio systems and Wi-Fi to projectors and device syncing capabilities. Ask if the venues have the systems you need for your event to go off without a hitch.
10. Is There Enough Space?
Depending on the number of people you expect in attendance, will the venue be able to accommodate them?
Choose that Venue That Keeps Your Attendees Entertained
A fun way to end a corporate event is to provide some entertainment. At The Venue at Friendship Springs offers access to world-class acts, including:
- Dance showcases
- Musicals
- Drama troupes
- Recitals
- Comedy shows
- Concerts (rock, Christian, gospel, country, pop, bluegrass, and more)
Check out the Events page to see if there’s a show that will appeal to your attendees around the time of your event. You’ll even be able to purchase tickets directly.
