Whether you are hosting a big meeting or just a good old get-together so that your staff can socialize, it is important to choose the right location. You’ve already made a good start by choosing a vibrant city like Melbourne, but the venue you pick will also have an impact on how many people attend, how well they engage with the event, and how they perceive your brand. Here are some top tips for booking the best venues.
The Goals of Your Event
Different corporate venues in Melbourne suit some types of events better than others, so knowing what you want to achieve and the type of event you need to host are essential first steps. For example, an ideal venue for a networking event might have a lounge where guests can mingle, while a training seminar will need desks, a projector, and a sound system. Finding a space that aligns with your strategy will put your event on the path of success.
The Accessibility of the Venue
Melbourne is a large city with lots of districts you could host your event in, however each one comes with certain trade-offs that could affect attendance. For instance, the Central Business District is well-served by public transport, but it can be hard to find parking there. On the other hand, venues in the suburbs might offer more pleasant scenery and better parking, but getting to them will take longer. You will have to choose based on your attendees’ needs.
Whether the Size is Appropriate
When it comes to in-person events, space really matters. If your venue is too small, the event will feel cramped, uncomfortable, and chaotic. On the other hand, a room that is too big for the number of people in it will feel empty and impersonal. To help find the right balance, think not just about the size of the venue, but whether you can move furniture around or use partitions to shape the space for your needs.
The Technology and Support Available
Not all business event venues offer A/V equipment or technical support. Some outsource it, while others expect you to bring your own or outsource it yourself. Others may only be able to provide less than you need. For a smooth event, you need to know this beforehand. Request an itemized list from any venues you are considering of the technology and support they can provide. You should also arrange a day before your event to test the technology.
The Lighting and Acoustics
These are easy to overlook, but there is a reason that stage show and concert organisers take them so seriously. They can have a big impact on your event. The wrong lighting, and especially a prolonged lack of natural light, can easily put guests in a bad mood, and little is worse than struggling to hear a presentation because the sound is too quiet or distorted. Test both of these things before you book the venue.
Catering Options and Food Flexibility
Melbourne has a rich culinary scene, and many venues offer in-house catering that reflects this. You will, however, need to make sure that the food is appropriate for all your guests, some of whom may have special dietary requirements. You should also remember that catering doesn’t only refer to main meals, but includes things like coffee stations and snacks too. If these are something you want for your event, don’t just expect them. Make sure your caterer provides them.
Branding Opportunities
Branding is an important element that no corporate event should overlook. It might not seem like it is doing much on the surface, but it can subtly help focus your team and make your company more memorable for those who don’t work for you. It can also transform your presence at exhibitions and help you to stand out. Ask your venue about branding opportunities like putting your logo on banners, screens, and even water bottle labels.
The Quality of the Service
When you start inquiring at venues, pay close attention to how responsive and professional their team is. The smoother your experience is with them, the smoother your event will go. Top venues will pair you with a proactive event coordinator who will help you to put your event together. They should have details about prices, free dates, equipment, and catering options ready for you right away, but they should also be flexible when it comes to accommodating any unique needs.
The Cost
If you are dealing with a great team as per the previous point, then this one should be easy. However, some venues add a lot of hidden fees that surprise clients when the final bill comes. You might think that things like cleaning, security, staff overtime, and even electricity usage are factored into the price of hiring the venue, but that is not always the case. Always request an itemised quote to make sure.
Timing Restrictions
Again, your venue should be able to make you aware of these if they apply, but it’s always best to check for yourself too. In certain residential zones of Melbourne, and in some of the city’s heritage buildings, there are strict rules around the types of events they are allowed to hold and how late they can open. You should also find out how early you can access the building to set everything up.
The Contract and Cancellation Terms
Things go wrong in business, and plans can change at the drop of a hat. If something happens to your company, and your event can no longer go ahead, it is important to know how much this will cost you. Make sure you understand the small print, like rescheduling fees, fees for minor changes, and whether deposits are refundable. Also ask about what contingencies the venue has in place in case something goes wrong at their end.
Conclusion
The latest business events data shows that corporate events are themselves a big business in Australia, bringing in lots of visitors from overseas. That’s why in big cities like Melbourne, you can expect to find highly capable and well-organised venues to act as hosts. But, you should also work through these items before you book them to give your event the best chance of success.
