Importance of Venue Selection for Business Events
Finding the right venue is one of the key components to making a business event memorable. The proper venue will check off all the critical boxes, but what are those requirements? In this guide, we dive into the importance of venue selection for business events and break down the elements that make up an ideal venue.
Branding
Metaphorically speaking, the venue is the display and packaging for your event. The venue you select must reflect your brand’s image, enhance your company’s reputation, and create lasting positive impressions on attendees. Choose a venue that aligns with and exemplifies your brand’s mission and provides attendees with a meaningful experience.
Accommodate Capacity
Your business event’s venue must comfortably accommodate your estimated number of attendees. If the venue is too small, guests may feel uneasy, and the crowding may pose a fire hazard. If the venue is too large, the event may feel underwhelming. Look for a venue that gives your guests the energy and atmosphere to meet the goals of your event.
Accessibility and Convenience
Accessibility is critical to ensure everyone can participate in the event. All venues must adhere to the Americans with Disabilities Act, ADA, but the best venues go above and beyond to eliminate barriers to full participation. In terms of convenience, excellent venues offer ample parking, proximity to airports and accommodations, and are close to public transportation if relevant to the area around your event.
Location
Unless the journey to the venue is an integral part of the experience, or the venue simply does not exist anywhere else, choose a venue close to the target audience. Choosing a perfect location for everyone may be challenging, but catering to as many attendees as possible is crucial. For example, if the event takes place after work, choose a location that is on a popular commute route. Avoid areas that are difficult to access in rush hour traffic.
Wow Factor
Your business event must make a lasting impression, and the right venue can help. Choose a venue that delivers a solid “wow” factor. This could be a restaurant that just won a significant award, an exclusive venue that is difficult to book, or a spectacular location that is a bucket list item for many. Remember that for the wow factor to work, it must align with your brand identity and messaging.
Cost
If the most desirable venue is way above your budget, it is not the right venue. While venue costs can take up a significant amount of your budget, the best venue is one that does not put you in the red. When evaluating the costs of venues, be sure to account for the included amenities that may cover other line items in your budget. A highly priced venue may shock you until you realize how many services are included that must be accounted for.
On-Site Services
Many venues distinguish themselves with on-site services. These may include catering, event staff, audiovisual support, breakout rooms, seating arrangements, etc. Choose a venue that offers the features your event requires, as on-site services can significantly smooth the event execution and impact the attendee experience.
Customization
No venue will be precisely what you require. Many event venues are blank slates. The best venues provide a stellar wow factor while allowing for flexibility and customization within the existing excellence. You may need the flexibility to customize layouts, design room configurations, and align the setup to your event goals.
Safety and Security
Event venues need the proper safety measures, like fire exits, emergency response plans, first aid, and security. However, some events, like events with high-profile guests or high-value products, need increased security measures. The best venue covers all the necessary bases and accommodates additional requirements.
Find the Perfect Venue for Your Business Event
Hamilton can help you select a location that aligns with your brand vision, use space well, and meet and exceed expectations.
Hamilton is a full-service event marketing agency with a 75-year legacy creating immersive brand experiences for companies throughout North America and worldwide. We design, produce, and execute integrated experiences that drive meaningful connections between your brand and audience. Our solutions exhibits, events, corporate environments, and digital experiences.
To learn more, watch our video Hamilton Events. Contact Dody Kenny – Director, Hamilton Special & Proprietary Events, to receive expert assistance and make your business event successful:
dkenny@hamilton-ex.com
317.829.2808.