A couple of decades ago, corporate programs were arranged rarely, hardly once a year. Time has changed. These days, most companies arrange multiple corporate programs, such as business meet-ups, conferences, annual programs, half-yearly meetings, office parties, etc. Not all offices have enough space where such programs can be arranged. Moreover, organising a big event in the office campus is tiresome as the administration will have to hire people to wrap up everything and clean the area after the event.
That’s why hiring a corporate venue for this kind of program, meeting, or event would be the best idea. If you are thinking about a corporate venue hire process, then there are a few things that you must consider. These vital things have been discussed below:
- Identify your requirements
These days, many different types of corporate events are being arranged by the organisations, and each has different requirements for the venue. Therefore, you should have a clear insight into the needs of your event. Before starting your search for the venue, you can list down your requirements. It will help you narrow down your search and find out the right place for the event.
- Start your search earlier and book the venue in advance.
As corporate events are now arranged throughout the year, finding a suitable one for the decided date can be challenging. Sometimes you may lose a suitable venue only because it is already booked by someone else. So, you need to start your search earlier, keeping ample time on your hands.
Even once you find the venue, you should not wait and book it immediately before someone else books it.
- Make sure for how many hours you need the venue.
Corporate venues are hired either based on days or on the basis of hours. For seminars and conferences, an organisation may need a venue for 2-3days. But if you need the venue for a single-day meeting, office party, or annual program, you will need to pay per hour. While planning the program, determine how many hours it may take. Based on this estimation, you can book a venue.
- Always consider a suitable location.
Location is a deciding factor in choosing a venue. It should be convenient for all the attendees. However, a big event is attended by many people, and the location cannot be near to everyone’s homes. That’s why communication through transportation must be suitable for most people.
- Negotiate the rental costs
Venue cost is one of the main expenses for arranging an event. Before finalising the deal, you should compare the rental costs with other venues offering the same facilities. Such a comparison will help you negotiate the price. If the rental charge includes a projector or any such device or equipment, scrutinise them to ensure whether they are in a good state or not.
- Find out what are included/excluded in their package.
This point is crucial. Often organisers do not look at the inclusions and exclusions earlier and arise questions at the time of payment. On the other hand, some property owners also hide the inclusions and exclusions in some cases and later, it creates a conflict between two parties. To avoid such conflict, you should ask for the details at the time of hiring the venue.
- Carefully go through the terms and conditions.
Every corporate venue owner has some terms and conditions. Therefore, you must carefully go through the terms and conditions before heading towards the corporate venue hire formalities. It will help you avoid any unpleasant situation or conflict in future.
These seven tips can lead you to a suitable and cost-effective venue for your upcoming corporate event. What are you waiting for? Start your search now!
Author Bio :Hannah Gilbert is a freelance writer who offers to ghostwrite, copywriting, and blogging services. She works closely with B2C and B2B businesses providing digital marketing content that gains social media attention and increases their search engine visibility.