Of all the factors to consider when planning a corporate event in NYC, choosing a venue might just be the most important. You want to find a location that delivers on both form and function, as well as providing a variety of amenities unique to your company. We’ve put together a list of tips on what to look for when choosing a corporate venue, in order to make the process streamlined and stress-free for your planning team.
When choosing a location for your corporate event, convenience is key. After all, your guests won’t attend your event if they can’t get to it. Look for venues with parking options, as well as with proximity to transit services. If those aren’t available, or if your event is somewhere remote, consider whether you’ll need to book a shuttle to transport guests to the event. Are you expecting attendees from out of town? Then you may want to consider booking a space close to a hotel or airport. Also consider the tone of your event - is it a relaxing retreat or an action-packed event? This will help you to decide between a venue in the heart of downtown or somewhere more secluded.
Once you’ve found a few venues that interest you, it’s time to get down to the details. Find out what services and amenities are included when booking a space, as venue packages can vary widely. Inquire about what physical features are included in the building space, like an outdoor patio for guests, a kitchen and staging area, AV booth, and of course the all-important washrooms. Also ask about additional services that a venue may offer to clients, like décor, signage and open Wi-Fi. If they don’t offer some of these services but have relationships with vendors that do, this could also help to simplify your planning.
When you book a venue for a corporate event, you’re not just booking a building - you’re also booking the team of people you’re going to work with. So, before making a decision, make sure you know as much as possible about your venue’s people. Ask other colleagues who’ve used a space about what the team is like to work with. (According to Event Manager Blog, 69% of event planners select venues based on word-of-mouth recommendations.) Is the venue staff adaptable, professional, and efficient? Also, ask what kind of support team is included in your contract. You may need to hire additional workers if the venue doesn’t provide staff such as waitstaff or security personnel.
Although price is important, so is ensuring that the venue you choose meets your specific needs. The best venue may not be the one with the lowest price, but factor in the services provided, and it might actually be the best value. Ask the venue which services are included in the original quoted price and which are only available at an additional cost. Also be sure to discuss deposit and payment structures, as well as penalties for last-minute changes or cancellations. Get quotes from a few venues, compare packages, and be comfortable with your decision before you hand over the company credit card.
Selecting a venue might just be the most important decision you make when planning a corporate event. Our list of tips should help make your choice of venue easier, which means you’ll have more time to focus on the finer details of the event. If you’re planning a corporate event in New York City, Tribeca Rooftop’s team is available to answer any questions you might have about their venue space.