Corporate Venue Idyllic

Corporate
venue idyllic

by Dr Event; Romis Ali, Director Events & Production, MUAR Events International

“Familiarity can breed boredom. Fortunately with thousands of venues across the country there settle for the mediocre. With a little forethought and the help of this article you will be able to host a truly memorable event. “

Forward thinking
The first step is to plan well in advance of your event. The best venues can be very busy at peak times of the year so for peace of mind you need to book early. However if you have left it late do not despair. It is more important to know exactly what you are looking for because this will help you narrow the choices and find the perfect venue. With such an enormous variety of venues in the country - perfect is out there.

Rank your Event?
The type of event you are hosting will completely affect your choice of venue. It goes without saying that full scale awards ceremonies require a different venue to intimate business meetings. Know what the event is and what you hope to achieve from it. Galla Dinner, Product Launches, Company Fun Days, Large Exhibitions, Small Exhibitions and New year Parties all need to be treated differently. Don't take your staff to the same place each time!

Eventual result you want to achieve?
Be honest with yourself about your aims for the event. If you want a basic functional venue that will simply suit your needs then opt for that. If however you want to wow your delegates with an ostentatious display of wealth then it is important you pick your venue accordingly.

Estimate the size of your jamboree
The number of people you expect to attend is very important. You will not want to book out the main hall at the EPB Expo Center if you are only expecting a few. Conversely you do not want to pick a venue that is too small for your delegation. Many venues have flexible capacities so if you expect your numbers to fluctuate then explain this to the venue managers. Some venues even have moveable walls to accommodate the right numbers of people.

Location - Parking and ease of access
Access to your venue is crucial. Is it easy to find, or well sign-posted? Is there a railway station nearby? Are there sufficient car parking arrangements? Are you near the Airport? Know your delegates because it is no good having a beautiful country venue if none of your delegates drive.

Financial plan
Does the meeting venue fit your budget? As with everything your choice will ultimately boil down to cost. Be aware of any extras that need to be considered e.g. data projectors, AV equipment and lighting and find out when payment will be required. Ask about the rates on offer. Many venues offer 24 hour rates, Dinner, Bed & Breakfast rates and Day Delegate rates. This could considerably reduce your bill. It is also important to find out about the venue cancellation policy in advance just in case you are forced to withdraw.

Persona of venue
The personality of your venue is difficult to quantify nevertheless it is important. Try asking the following questions: Does the venue have air conditioning? Is there natural daylight in the venue? Is the restaurant/bar what you're after? Are refreshments provided? Remember it's important that you choose what's right for your delegation.

Make sure for yourself
If you can; visit the venue in advance. Speak to the staff, check out the quality of services and get a feel for the place. Do not despair if you do not have the time or inclination to do this yourself there are many companies that specialize in finding the perfect venue for you.

Romis Ali (romisali@muar-events.com), is Events & Production, Director of MUAR Events international, Pakistan based events & PR management company specializing in managing corporate events, corporate documentary production, festivals, designer wedding management and sport event management services.