3 Huge Considerations for Company Event Location Selection
You’ve been tasked to plan a company event. You’ve sat down with the planning team, mapped out your goals and objectives, have a budget in hand, and are ready to move forward. But what happens next?
Choosing a location for the event is often the next step. We’re not talking about the actual venue where you’ll hold the event, but the general area where the venue will be located. Small town or big city? Rural ranch land or a Caribbean Island? There are many considerations that might go into this decision, but here are three major ones that you want to make sure you don’t overlook: event goals, location accessibility, and event budget.
Choose a Location that Helps Meet Your Event Goals
Start by considering the goals and objectives of the event. Are you planning a small, intimate company retreat or a large conference with international attendance? Perhaps it’s a team-building or networking event? These all play a role in how you determine the best location for your needs.
For instance, a team-building event may require open land for outdoor activities. An urban environment is probably not the best choice for this type of event. Looking for a location where dude ranches (or the like) are available, like Colorado or Wyoming, is ideal.
Alternatively, you may want an exclusive, quiet location for a small, intimate company retreat, but want to make sure there are plenty of amenities available for attendees. A more isolated resort in the Caribbean may work better than Manhattan.
On the other hand, if you’re planning an event where there will be a lot of visiting attendees from out of the area or a networking event where you want to give people plenty of opportunities to meet and talk, you might want a location where there’s a large choice of restaurant and entertainment venues within walking distance. This would call for an urban environment known for its eclectic food and variety of entertainment options, such as the French Quarter in New Orleans, Orlando, Las Vegas, San Diego, or Miami Beach.
Corporate Meeting Location Accessibility Is Essential
Once you’ve determined the type of location that meets your goals, you need to consider if a potential location and any activities outside the main venue are easily accessible for all attendees. While this may certainly include whether or not there’s a major airport in the vicinity, there are other items to consider too.
For example, if you’re selecting a rural or more isolated location and there is no public transport from major transportation hubs to available venues, how will attendees get to the event? You’ll need to determine whether there are private boat, car, shuttle, or bus services you can hire for the convenience of your attendees to get to the event and peruse the area whilst outside of the meeting. Location accessibility can easily be missed, so it shouldn’t be overlooked.
Your Location Needs to Fit the Budget
Your budget will always be a ruling factor in decision-making for the location of your event. Being realistic about what it can achieve will make your job a lot easier when it comes to picking a location. It’s a lesson in futility to plan an event on the other side of the country when you might only be able to afford to stay within a 100-mile radius of your company’s site.
If you’re restrained by budget, it’s necessary to consider locations that are more budget-friendly. Finding a hidden local gem, going to smaller, less costly cities, or choosing a location in its off-season may help you plan something amazing without overspending.
Whether or not your budget is a limiting factor, staying below it at a location that not only meets but surpasses all expectations will always look good. That’s where going to a professional event management company like Applied Meetings & Hospitality Solutions can help.
We not only know the best locations for every budget, but we can help arrange transportation to the event and at the event as well. We’re also the best in the business at negotiating venue packages to fit your needs—all at no extra cost to you. Now wouldn’t that make you look good?! Schedule your Discovery Call today to learn more.