Finding the Perfect Venue

Your morning coffee probably hasn't kicked in yet, but your inbox is already filling up with event requests and planning deadlines. In this week's edition, I'm tackling a challenge that's landed on many of your desks lately: what to do when your event has outgrown your company's space.

As companies return to in-person and hybrid events with renewed enthusiasm, many of you have reached out asking for guidance on external venue selection. This week's feature article walks you through the essentials of modern venue selection, with a special focus on aligning those choices with your company's KPIs. Whether you're planning your first off-site event or you're a seasoned pro looking to stay current with industry trends, you'll find actionable insights to make your next venue search more efficient and effective.

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You've been tasked to plan a large event for your company. It's too big for your company's in-house facilities, so you need to look outside for alternatives. I know that feeling - suddenly you're faced with countless venue options and considerations. But here's the good news: selecting the right external venue becomes much clearer when you know what to look for. Before we dive into the latest trends in venue selection, remember that your company's specific KPIs should be your guiding light throughout this process.

Start with Your Company's Goals

Before diving into venue options, take a step back and review your company's event objectives. Are you focusing on employee engagement? Client relationship building? Product launches? Your answers will help prioritize which venue features matter most. For instance, if your KPI is focused on brand awareness through social media engagement, you'll want to prioritize venues with Instagram-worthy spaces and excellent lighting for content creation.

Key Considerations for Modern Venue Selection

1. Technology Infrastructure for Hybrid Success

In today's corporate landscape, robust tech capabilities aren't just nice-to-have – they're a must. Your venue should offer high-capacity Wi-Fi that can handle your expected attendance without slowdowns or disruptions. Look for spaces that come equipped with built-in livestreaming capabilities and dedicated on-site tech support. Multiple power sources throughout the venue are crucial for your equipment needs, and make sure to ask about backup systems for critical components – you'll thank yourself later if you ever need them.

2. Sustainability Credentials

If environmental responsibility aligns with your company's values, your venue choice can make a significant statement. Seek out venues that hold LEED certification or similar eco-credentials. Ask about their documented waste management practices and energy-efficient systems. The venue should be able to clearly articulate their sustainability policies and show how they can support your company's environmental goals.

3. Accessibility and Inclusivity

This isn't just about compliance – it's about ensuring every attendee feels welcomed and comfortable. Beyond basic ADA compliance (or local equivalents), consider how the venue accommodates different needs. Look for spaces that offer quiet zones where attendees can take sensory breaks when needed. The venue should feature clear, intuitive signage and wayfinding throughout. Consider the availability of various accommodation options nearby, and ensure the venue offers inclusive restroom facilities that make everyone feel comfortable.

4. Flexible Spaces That Adapt

Your event schedule will likely include various activities, so your venue needs to keep up. Search for spaces that offer modular room layouts that can be quickly reconfigured. The ideal venue will provide various sizes of breakout spaces for smaller sessions, dedicated networking areas for meaningful connections, and private meeting rooms for more intimate discussions. If weather permits, outdoor spaces can add a refreshing dimension to your event.

5. Budget Optimization

While working with external venues often means higher costs, you can still maximize your budget's impact. Start by comparing in-house services across different venues – sometimes paying more for a venue with comprehensive services can save money overall. Ask about bundled packages that might offer better value. Be thorough in identifying potential hidden costs early in the process. Consider scheduling during off-peak times for better rates, and if you plan multiple events, explore the possibility of multi-event contracts for additional savings.

6. Security and Privacy

For corporate events, security isn't an area for compromise. Your venue should have comprehensive physical security measures in place and robust cybersecurity protocols to protect sensitive information. Ensure there are private areas available for confidential discussions. Review their emergency procedures carefully, and verify their data protection policies align with your company's standards.

Making the Final Decision

Create a scoring matrix that weighs these factors based on your company's priorities. A venue might be perfect in many ways, but if it doesn't align with your primary KPIs, it's not the right choice.

Create a scoring matrix that weighs these factors based on your company's priorities. A venue might be perfect in many ways, but if it doesn't align with your primary KPIs, it's not the right choice. Remember:

1. Document your must-haves vs. nice-to-haves

2. Get input from key stakeholders early

3. Consider the attendee journey from arrival to departure

4. Think about your event's growth potential

5. Factor in seasonal considerations

Here's something I can't stress enough: there is absolutely no substitute for an in-person site inspection. Photos, virtual tours, and detailed floor plans are great starting points, but nothing replaces putting your feet on the ground and walking the space yourself. Pay attention to everything – from the ambient noise levels to the condition of the restrooms, from loading dock access to the path your attendees will take from parking areas. Even if you've used a venue before, don't skip the site visit for repeat events. Venues change: renovations might affect your usual space layout, nearby construction could impact access routes, or new management might mean different policies. Or, it may have fallen into rack and ruin from overuse. I've seen perfectly good venues become challenging spaces due to something as simple as road works outside or a new neighboring business with competing sound systems. Your time invested in a thorough site inspection will pay dividends in avoiding day-of surprises.

Looking Ahead

As corporate events continue to evolve, venue requirements will too. Stay flexible and keep communication channels open with your chosen venue – the best partnerships are those that can adapt to changing needs while maintaining focus on your company's core objectives.

The perfect venue isn't necessarily the most expensive or the most trendy – it's the one that best helps you achieve your event goals while aligning with your company's values and KPIs. Take your time with this decision; it's an investment in your event's success.

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