Among the various decisions that need to be taken in organizing an event, defining the location is one of the main points.
Having a pleasant and well-located environment contributes not only to the participation of the participants, but also to the success of the event. Therefore, there are some important details to be taken into account when choosing a space for a corporate event.
Between size, comfort, infrastructure and budget, there are many points that need to be carefully analyzed when making a decision. We separate some tips to help you choose the perfect space. Check out!
- Budget
Every corporate event has a budget proposed by the company and it will be the guideline for making all decisions regarding the convention. It is important to know how to divide the amounts well so as not to end up without funds for a certain item in your planning roadmap.
Choosing a space for a corporate event can demand a considerable portion of your budget. There are several types of event rooms inside hotels and also larger spaces prepared to receive a larger volume of people. Analyze the options within the size and profile of your audience.
- Event size
The size of a sales convention , for example, is directly linked to the size of the company; the larger it is, the more members the sales team will have. Thus, it is important to analyze what is the maximum capacity of the place.
If your event is small, medium or large, the space will have to accommodate everyone comfortably, in addition to offering spaces for interaction and relaxation. It is also important to assess whether there will be a need to expand or reduce the space if the number of participants fluctuates.
- Security
The location of the space has an important factor in this item. It is necessary to analyze whether the surrounding region has a high level of danger, whether it is well lit and whether the participants will be safe.
In addition, the space for the corporate event itself must offer sufficient security to the participants. From a specialized team, as well as well located and signposted emergency exits, fire extinguishers and a place for a nursing station.
- Accessibility
It is very important that your event is held in an easily accessible location if you have not planned a transfer from the company directly to the convention. Being close to the metro, trains and in a region with a wide range of bus lines and taxi ranks is another positive point for the assessment.
Likewise, the space itself must offer accessibility to people with disabilities, such as ramps, specialized elevators, adapted bathrooms, etc.
- Bathrooms
When visiting a space before hiring, it is important to check that the restrooms are in good working order and will comfortably accommodate the size of your audience. Sales conventions usually have short windows of time for using the restrooms and, therefore, avoiding queues is very important.
Likewise, check whether the cleaning team will already be included in the budget. Arriving at the end of the event with dirty toilets can leave a bad impression on your guest.
- Food
It is important to check whether the conditions in the kitchen are sufficient to handle the food that will be offered during the party. From utensils requested by the buffet, as well as supply of gas, drinking water and refrigeration. It is possible that some locations already offer this service internally, which can be contracted separately.
If lunch is not offered, check that there are enough options for restaurants, bars and bakeries nearby.
- Acoustics
The acoustic part is extremely important in a sales convention. In addition to defining the right type of microphone, speakers and simultaneous translation equipment, if necessary, it is also necessary to verify that the environment has good sound quality.
For closed spaces, it is good to check the need for acoustic insulation, in addition to whether or not there is a structure to facilitate the passage of sound cables and the entrance of equipment and sound system.
- Stage
A sales convention usually has several lectures with special guests. Therefore, it is necessary to give importance to the stage, where all the performances will take place.
Check that the space for the corporate event meets the needs required for assembly: minimum dimensions, height, props for scenery, lighting and sound system. Also check the number of outlets, voltage (110v or 220v), cables, location of switches, transformers and safety Lighting Equipment Rental NYC.
Paying attention to these details will certainly make choosing your space for a corporate event easier. With structured planning, it will be much easier to prepare your convention and ensure everyone's comfort and the success of the event.
Read more: Why Choose Event Management Services in New York City?
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