When you are tasked with organising your next club meeting and thus scouting for the best suitable venue, it’s easy to overlook some finer details for the sake of convenience. Choosing a perfect site has a significant impact on the success of the event. The date for the meeting, decorations, food and catering, number of guests expected should greatly influence your choice of venue.
If you’ve never done it before or you aren’t entirely familiar with the location, you may end up scratching your head several times. Yes, it sounds a bit intimidating, but only until you know the dos and don’ts to be considered when hunting for the best facility where the meeting will happen. A seasoned events planner will say the buzz and confusion are only worth it when you finally have a location that aligns with all your needs.
If you are feeling tired and nervy right now, and can’t find a right spot to host your upcoming meeting at, consider the following tips to help you get started:
Draw up a list of your preferred locations
It might be unwise to stick with one or two specific sites because they are friendly to your company, or maybe simply since they are nearby. For a corporate meeting, it might be good to host the event within a reasonable distance, much like it would be impressive to host it at an exquisite out-of-town location.
Basically, your choice of venue will depend on its size, accessibility, and convenience as well as how conducive it will be. Even eccentric, off-beat options like a gaming club would be suitable, provided they meet your requirements.
Access and Availability of Parking Spot
While thinking about how your attendees will access the meeting venue, do consider the availability of safe, ample parking space for their vehicles. If it is a far-off, out-of-town venue, check the condition of the highway or any available access route.
Frequently, venues that offer a vast parking lot are the most desirable. If the venue has all features of an excellent meeting spot but doesn’t have the right parking spot, you may ask the facility to reserve nearby parking lots.
Capacity and F&B Minimums
Of all aspects when identifying a perfect spot for your next club meeting, it is the capacity that matters the most. Focus on the number of seats that would comfortably fit in the training room rental and if the capacity can be increased. Since the meeting will most probably include some food and beverages, seek to know the least minimum amount spent on them at the location.
Venue whose rates are favourable and offers free complementary services like free Wi-Fi, A/V systems, cutlery and other requirements can be perfect. However, be sure to negotiate the rental costs to meet your budget.
Amenities and Conveniences
Consider such aspects as the kitchen within the facility, if they have tables and chairs, linen used to decorate the area, their AV capabilities and perhaps if they have a setup crew. If they guarantee a team of caterers, be sure to check their food in advance to ensure they are up to standard. As for the seats and chairs, and the Audio-Visual systems, ensure they are of the right quality and can be relied on to make the meeting a success.
While at it, pay close attention to the venue’s existing décor, why you think the area is a perfect fit for the meeting and any tweaks you might need to add to make it a dream venue. A gala venue is very different from an expo or a conference that marks the end of the year. Remember, ambience can be made more pleasant by decorating it further, though that would mean more expenses.