Tips for Choosing a Great Holiday or Corporate Event Venue

(Image Credit: Used with permission by Z & Y Bistro)

It can healthy and productive for a business to plan regular outings for employees away from the office. Whether a holiday party or a meeting on a boat, the change of scenery can help co-workers relax and see each other in a different light.

While most people agree these events help to boost morale around the office, some disagreement can arise over where to hold the party or corporate event. The tips below can help choosing an event venue and the planning process more efficient.

Consider Employee Convenience When Selecting a Location

Since employees drive or take public transportation from numerous locations, it’s important to be respectful of their time and travel expense when choosing a venue for an off-site event.

Making it as close to the office as possible works well because employees already know how to navigate to that location. The time and day of the week of the event can also be huge factors for employees who use public transportation since both can impact availability.

If the event is mandatory for employees to attend outside of business hours, offering to pay for a rideshare service is a nice touch. Free on-site parking for employees who drive can also help them get excited about the event without worrying about where to park and how much it will cost.

Accessibility for Employees with Special Needs

Even though the Americans with Disabilities Act requires accessibility in public buildings, it’s still a good idea to check on the accessibility of the venue ahead of time. Employees who can’t attend the same party or event as their co-workers may feel frustrated and like they’re not as important to the team as other people. It could even turn into a legal battle for the venue and the hosting company.

Is the Atmosphere Appropriate for the Event?

A venue with high ceilings and a lot of open space for dancing could be ideal for a holiday party. However, the same venue wouldn’t work for a company meeting. The high ceilings could capture sound and cause echoes or vibrations that make it difficult for people to hear.

Additionally, having too much available space could tempt people to spread out across the room rather than socialize or collaborate together. Visiting the venue in person before making a down payment is the best way to determine its level of appropriateness for the planned event.

Check the Amenities

Holding a company meeting at an off-site location requires many supplies, including an overhead projector, audio visual equipment, enough tables and chairs, and beverage and snacks to give people the energy to stay focused.

Event planners should know the minimum equipment the company requires and look for a venue that can provide it. While it may cost less for someone to bring supplies from the office, it won’t be convenient to transport them back and forth for an event that will only last a few hours.

Room Capacity

Lastly, management should plan to get a firm headcount of attendees before booking an off-site venue. A venue should never rent to a party larger than its seating capacity since it is unlawful and creates a fire hazard.

Allowing several weeks before the event to locate the ideal venue makes it much more likely that the event planner will find one.