Corporate events are the perfect occasions for team-building, networking, and celebrating successes. That is why scouting and finding the perfect corporate event venue or rental space spells the success of your event. It is the difference between a so-so event and an event that is truly memorable for all the right reasons.
To make your event planning process easier, we have compiled the top ten tips for finding and reserving the right corporate event rental space.
10 Tips For Choosing The Right Corporate Event Rental Space
With these tips in mind, you will be well on your way to finding the perfect event rental space for your corporate event.
1. Decide What Type of Event You’re Hosting
The first step in finding the right event rental space is to decide what type of event you will be hosting. Will it be a large conference, a small training event, or an intimate networking reception? Do you want an outdoor event space or an indoor event space? The type of event you are hosting will determine the size and amenities you need in a rental space.
Also, when you know the type of event you are hosting, you can start to narrow down your search for the perfect venue.
For example, if you are looking for an event space that has a lot of natural light, an outdoor event space may be the right choice for you. Outdoor event spaces can also be a great option if you are looking for a venue that is unique and different from traditional indoor event spaces.
At the same time, if your event requires an indoor space that still offers natural light, our Barn venue offers huge windows that let in an abundance of natural light. As a progressive company, you understand the value of natural light and its impact on event attendees.
You have the option to blend the convenience of indoor spaces with the beauty of the outdoors by renting a corporate event venue that offers both indoor and outdoor event areas. These types of event rental spaces deliver the best of both worlds and give you the flexibility to host a variety of events.
2. Consider the Purpose & Goals of the Event
The next step in finding the perfect venue is to consider the purpose and goals of your event.
What are you trying to accomplish with your event? Are you looking to build relationships with clients or customers? Are you looking to promote your product or service? Or are you looking to simply celebrate a corporate milestone?
Knowing the purpose and goals of your event will help you to find a venue that meets your needs. For example, if you are doing an outdoors corporate team building event, then you need a location that is surrounded by serene hills, verdant lush greenery, and a nearby babbling brook to get your team in the right headspace.
3. Size of the Space Needed
Next, you need to consider the size of the event you are hosting.
How many people will be attending your event? Do you need a large space for a sit-down dinner or will a smaller, more intimate space suffice?
You will also want to consider the type of event you are hosting when determining the size of event rental space you need. For example, if you are hosting a large conference, you will need a venue that can accommodate all of your attendees. However, if you are hosting a small networking reception, you may not need a large venue.
Once you know the size of event rental space you need, you can start searching for event spaces that can accommodate your event.
Pro Tip: When searching for an event rental space, always search for a space that is slightly larger than the size you need. This will give you some wiggle room in case your event ends up being larger than you anticipated.
4. Amenities
Living in a modern era, some amenities are required for a successful corporate event.
WiFi allows you and your attendees to stay connected and share updates and photos in real-time. Audio/visual equipment is also a must for corporate events, as it allows you to give presentations, show videos, and play music.
When searching for an event rental space, be sure to inquire about the availability of WiFi and audio/visual equipment. This way, you can know what you may need to provide for your event in terms of equipment rental.
5. Budget
How much are you willing to spend on a corporate event venue?
Your budget will play a big role in finding the perfect event rental space. When creating your budget, be sure to factor in the cost of event space rental, as well as other costs such as food and drink, decor, audio/visual equipment rental, and staffing.
Regardless, don’t worry if the ideal corporate event venue doesn’t fit your budget. Demonstrating to your employees or clients that you value their time and loyalty by hosting at an event space that goes over and beyond in blowing them away will definitely be worth the investment. Not only will this create a memorable experience, but they will also appreciate your company’s recognition of their business or service.
6. Event Date Availability
Making sure that the event rental space is available the day you have your event is a natural next step.
When inquiring, always ask about date availability. This way, you can be sure that the space you are interested in is available on the day of your event.
Ask about date availability for multiple dates. This way, you will have some flexibility in case your event date needs to be changed for any reason.
7. Think About the Layout and Design of the Space
You will want to make sure that the event rental space you choose can accommodate the event layout and design you have in mind. For example, if you are hosting a conference, you will need a space that has a stage and seating for all of your attendees.
As you explore the space, imagine how your event will flow and what event layout and design would work best in the space. Where will you place the registration table? Where will your attendees be sitting during the event?
Through this exploration, you can even find multiple separate areas which you can use for different event activities. For example, our Homestead, Workshop and Barn are different buildings you can use for breakout activities or separate private group meetings.
When you have a good understanding of how the venue meets your needs then you can move on to the next step.
8. Open Vendor Policy
Working with your preferred vendors is an absolute blessing on the day.
When searching for an event rental space, always inquire about the venue’s vendor policy. Some venues have a preferred vendor list that event planners are required to use, while other venues allow event planners to work with any vendors they choose.
If you have a preferred vendor that you would like to use for your event, be sure to ask about the venue’s vendor policy before signing a contract.
9. Don’t Forget Aesthetics
Despite this being a corporate occasion, you want the event to look splendid.
Be sure to take note of the event rental space’s aesthetic so you can design your occasion around it. If the event rental space has a modern look, then you will want to use event decor that compliments the space.
On the other hand, if the event rental space has a more rustic look, then you will want to use decor that fits with the space’s vibe. No matter what the event rental space looks like, you can always use decor to make the space your own.
10. Check Out the Venue in Person Before Making a Decision
Once you have narrowed down your corporate event venue options, it’s time to visit the spaces in person. When visiting event rental spaces, be sure to bring along your planner that outlines everything that was previously mentioned.
This includes your budget, required amenities, layout and design, and date. Once you have all of this information, you will be able to discuss it with the event space coordination team to see if the venue is truly the best fit for your corporate event.
After you have visited each venue, you can make your final decision and reserve the event rental space for your corporate occasion.
Need a Corporate Event Rental Space? We Can Help!
Choosing the right event rental space is a process, but it’s a process that is worth going through to ensure your occasion is a success. When you’re ready to start searching for the perfect event rental space for your corporate affair, be sure to keep these tips in mind.
If you’re looking for an event rental space in Indiana, The Sixpence is the perfect event rental space for your next occasion. We offer a variety of indoor and outdoor event spaces that can accommodate any type of affair and meet your needs.
[…] Finding the right corporate event space is crucial to the success of your event. The venue you choose should be appropriate for the type and size of your event. It should also be conveniently located and have all the amenities you need to make your event a success. […]