Speakers and the schedule of sessions are two aspects that most managers focus on when planning a corporate event. After all, they are crucial to the success of the meeting or incentive. But selecting the right place is just as essential. A wisely chosen site can lead to an incredible networking experience, and a poorly chosen venue can turn into a meeting where everyone looks out the door.

A corporate event site should only be selected after diligently considering the pros and cons, just like a wedding reception venue. These are the top 5 factors to think about when choosing a venue for your training, meeting, exhibition, or workshop.

• Space

When reviewing a location, take a close look at the space and layout. Does it meet the event requirements? To find the answer, ask the following:

1. Is there a capacity limit?
2. How flexible is the floor space?
3. Can the rooms be changed if necessary?
4. Will you have full use of the place?
5. Will other events take place simultaneously?

A fundamental element to check is the seating capacity of the main hall. There is no use reserving a seat for 200 people when only 60 are in attendance. The conference will be poorly attended and will leave a bad impression on sponsors and delegates. Another aspect is taking a look at the outdoor spaces. Decks, lawns, gardens, and patios are often the areas where people interact. Make sure the venue has enough space and is available for your use.

Break rooms, stages, and a separate section for sponsors are some additional topics to think about. The easiest way to move forward is to speak to the site manager. They will be able to meet almost every need in one way or another, even if it is not obvious.

• Accessibility

Most meetings and conferences are held in remote locations. It means that the place must be close to the airport, the train station or some central transportation hub. Only then will delegates be able to arrive easily without facing any problems, creating a great first impression. The direct connection to the main roads is an important feature; the other is parking. There should be ample space for transportation of the parking lot. If not, look for answers to:

1. Can alternative parking arrangements be made?
2. Will there be additional related costs?
3. Is it necessary to reserve transportation for attendees such as taxi or bus?

On the off chance that the event is local, try to select a location that is close to the office, if large attendance is needed. If your goals are a change of scenery, choose a site that is further from the office.

• The package

A place that offers a clear picture of prices is always the best option. Therefore, when requesting a quote make sure it is detailed. To do this, discuss all event activities with the venue manager. It will help provide all likely fees and costs associated with the entire event. Things to ask are:

1. What does the venue fee include, such as service and taxes?
2. Is there an installation charge and / or breakdown?
3. Are there any fees for bedding, tables, or chairs?
4. Is there a minimum of food and drinks?
5. Are audiovisual equipment and Wi-Fi included?
6. If not, what is the additional charge?

When comparing two places, be sure not to compare an all-inclusive quote with a partial price.

• The environment

The atmosphere and decor of a venue are intangible factors that can set or break the tone of an official meeting. For example, if the event is about brainstorming a new product, the setting should be bright, fun, and inspiring. A place that has a professional image will not be conducive to pumping out creative juices. Therefore, consider the decoration of the place. Little things like lighting and furniture and highlights like architecture all contribute to building a person.

Based on the need for the event, select a place that invokes a similar response. An awards ceremony will be the most appropriate in a sophisticated style venue. Ideally, a decision meeting will take place in a refined setting. One last tip is to be attentive to acoustics. Noises and sounds from nearby places or roads can ruin even the most impressive sites.

• Comfort

For corporate event venues, provide all the comforts. Therefore, it is imperative to find out what services are included in the package. The questions to ask are:

1. Can there be a special catering that involves dietary requests?
2. Are flower arrangements inclusive?
3. Notepads and pens, audiovisual services and IT support will be provided.
4. Are the staging, lighting and decoration of the event internal or not?
5. Will ticketing, transportation, and sightseeing tours be offered to guests?

Any additional services provided by the venue are one less chance of a mishap. Always choose a site that offers at least some of them.