Planning an upcoming corporate event? Beyond the major details like what your event is about and who will be speaking or appearing at your event, there are a lot of little details you need to iron out with whatever event venue you choose to ensure your seminar, conference or expo runs smoothly. Where will my guests park? What if there’s an attendee who is vegan? How much will I really be paying? Here are six must-ask questions to consider when meeting with prospective venues:
Can You Accommodate Specific Dietary Restrictions?
Having a venue double as your catering service makes your life a lot easier. There are many types of diets these days; gluten-free, dairy-free, vegetarian, vegan, etc., so make sure that you communicate your dietary restrictions with your venue. When you are planning your meals, give guests an area where they can specify what restrictions they may have in their diet. Ask your venue how they handle food allergies or restrictive diets.
A venue that offers catering on-site is the easiest choice. It means you’ll have less people to communicate with when planning for the event. Score!
What is the Cost per Person?
At this point in your event planning, you probably have an idea of how many people are set to attend your corporate event. Have a goal in mind of how much you want to pay per person and ask your prospective event venue if this is a doable budget.
Calculate cost per person with this helpful calculator from evite.
Do You Have Strong Internet Capabilities?
The internet will play a crucial role in your corporate event. The keynote speaker might need it for their presentation, the guests will want to share their experience on social media or use the internet during brainstorming sessions. Ask your corporate event venue if free Wi-Fi will be provided.
Test the connection out when you are touring the venue.
What’s Your Parking Situation Like?
No matter how many people attend your event, parking is a crucial detail you’ll want to define with your venue. You want to clarify that there is enough room to accommodate all your guests. Ask your event venue how many parking spots your guests will have at the venue.
Also, give your keynote speakers prime parking spots.
What Are My Payment Scheduling Options?
Most venues make it easy for you to pay off hosting a corporate event at their venue. When talking with your corporate event planner ask them about payment options, including down payment and when the full payment is due.
Know your goal cost per person before discussing payment options.
What Are My Options for Set up Times?
Make sure you communicate with your corporate event venue what you plan on setting up and how long you think it’ll take. If you know your display will take hours to set up, ask your venue when you can start setting up.
Ask the venue if you can set up the night before.
Start Planning Your Event
Asking about these six different aspects of the venue and your event ahead of time will help avoid surprises or mix-ups at the last minute.
Our event planners would be happy to go over each of these items with you, answer any questions you may have and get started on planning your upcoming corporate event. Contact us today to get started!