A Venue Sourcing Guide: 7 Tips for Your Next Corporate Event

In the world of corporate event planning, the quest for the perfect venue is like searching for the Holy Grail. From intimate gatherings to grand galas, the venue you choose sets the tone for the entire event and can leave a lasting impression on attendees.

From my experience at a DMC, it’s clear that mastering the art of venue sourcing is the foundation of planning a corporate event. Not sure where to start? I’ve got you covered. In this guide, I’ll share some tried and true tips for finding the right site for a memorable experience.?

1. Set Clear Goals

This may seem like event planning 101, but it has to be said: Before you start the venue sourcing process, get a clear understanding of your goals and objectives for the event. And remember to follow the golden rule of goal-setting: make your goals realistic and measurable. Whether it's hosting an effective meeting, boosting team morale, launching a new product, or strengthening relationships, having well-defined goals and a clear vision will guide your decision-making process throughout the venue selection.

2. Know Your Budget

Budget constraints are a reality, but don’t let it dampen your event's potential. If you’re working with a limited budget, you have a secret weapon: your creativity. With a shift in perspective, your financial limitations can become an opportunity for an innovative experience. This is where the right destination management company can help you source cost-effective venues without compromising on quality, making your event both memorable and budget-friendly.

Now, what if budget constraints aren't a concern for your corporate event? When the financial gates are wide open, you can explore more possibilities, but remember that you want to maximize the impact of every dollar spent. Whether you opt for a venue with breathtaking views, one with historical significance, or a space with cutting edge technology, make sure your choice aligns with your intended goals.?

Keep in mind that some venues include add-ons in their contracts, which may sweeten the deal. Make sure to look at the fine print of what each venue offers. Consider technology costs, catering costs, parking for guests, etc.???

3. Right-Sizing Your Venue

The size of your group plays a pivotal role in deciding which venue is ideal for your event. In general, smaller, more intimate gatherings thrive in cozy spaces, while larger conferences and conventions require expansive settings. Your group size will also influence factors like catering, seating arrangements, and the type of activities that can be accommodated. Keeping this in mind will ensure that your chosen venue aligns seamlessly with your objectives.

4. Find a Venue That Fits Your Brand

In the words of Socrates, "Know thyself." Before selecting a venue, apply this ancient wisdom to your corporate identity. Does the venue align with your brand's essence? Does it offer opportunities for strategic branding? Here’s a pro tip: Make sure to read the fine print in the contract. This is important because some venues are specific about branding material placement. Clarifying this up-front will save headaches down the road and ensure you can post your branding material in the venue.??

Also, remember that the location will be in the background of every photo. If you make a site selection that aesthetically fits with your brand, you have one less thing to worry about at the time of the event. A location that harmonizes with your brand will leave a deep and lasting impression on attendees.

5. Location, Location, Location

During the venue sourcing process, consider breaking the status quo. While hotels provide convenience, don't limit yourself to traditional ballrooms with rows of seats. Consider factors like accessibility, parking, and on-site experiences that cater to your group's needs. At 360 Destination Group , we’ve planned events in unique settings like a luxury motor yacht, and even a dinner at Alcatraz. You want a creative venue that compliments your event as well as your corporate identity.

6. Look for ESG Credentials

In today's world, environmental, social, and governance (ESG) credentials are more important than ever. Responsible corporate event planning should include sustainability considerations. Seek venues that prioritize ESG practices like recycling, water and energy conservation, and social impact investments. Not only will this align with your corporate values, but it will also appeal to attendees who prioritize sustainability.

7. Listen to Feedback

Just like most everything in life, new experiences are valuable learning opportunities. Before finalizing your venue selection, take a moment to listen to feedback from past events. What worked? What didn't? This can include things like feedback on venue options, seating arrangements, lighting, sound, catering, or staffing. By learning from your own history, you can offer an even more successful event.

Venue sourcing is an art that requires a delicate balance of creativity, strategy, and foresight. I’ve learned that with the right tools, the holy grail of the perfect venue may not be so hard to find. If you're looking for expert assistance in venue sourcing and corporate event planning, contact my team at 360 Destination Group today!