How to Choose a Corporate Event Venue in 9 Steps

A great celebration starts with a great venue. Finding the perfect corporate event venue is an important, yet challenging, step on any party host’s to-do list. Luckily, PartySlate reached out to some of the best corporate event planners and event agencies in the industry to learn how they scope venues for their clients.

So much goes into choosing the ideal venue for a corporate event — be it a brand activation, company summit, or holiday party. From allocating your budget to knowing the right questions to ask, our expert planners share their insider tips for finding the perfect event space.

Keep reading to learn the ins and outs of selecting a corporate event venue. In nine simple steps, you’ll discover how to navigate this essential checklist item — and see why it’s important to enlist the help of a talented planner or event agency. With PartySlate, finding the right venue — and planner — has never been easier.

But First, See How TYGER Productions Transformed Hojoko for PartySlate’s Boston Launch Party

videographer: StopGoLove | planner: Mavinhouse | design: TYGER Productions | venue: Hojoko

1. Allocate a Portion of Your Budget for Venue Fees

Star Wars-themed Corporate Event at The Fifth Rooftop in Anaheim, California

photographer: Russell Kawaguchi Photography | event agency: Modern Millennial Event Design + Production | floral: OC Fleurish | venue: The Fifth Rooftop

Before you begin your venue search, it’s important to create a general budget breakdown. From there, you will want to determine how much of your budget will be allocated to venue costs. Brittney Reilly and Sarah Meierhoefer, Co-Founders of Modern Millennial Event Design + Production, advise party hosts to be aware of venue rental fees from the start.

“Venues without in-house catering will charge a venue rental fee — whether it’s a flat fee, half day/full day fee, or hourly fee,” the team tells us. “Venues with in-house catering may operate on a food and beverage minimum and also charge a venue rental fee. It’s important to be mindful of the rental fees to make sure you can afford the other items to bring your event vision to life.”

The team also cautions party hosts to ask what a venue’s rental fee includes. Fees which include “basic rental items like tables, chairs, and linen,” will save on décor costs, freeing up a portion of your overall budget.

Make sure to work with your corporate event planner or event agency to create a budget before starting your venue search. This upfront work will save you time, headaches, and unforeseen costs down the road.

2. Be Aware of Hidden & Extra Costs

Avoid surprise fees and bloated budgets by determining hidden venue costs in advance. The team at Modern Millennial Event Design + Production tells us, “We highly recommend asking your quotes to include tax, service fees, delivery/strike fees, labor fees, requested gratuities, and any additional fees they may have. It’s also good to clarify which fees incur taxes. For example, some venues charge tax and gratuity on venue fees and others do not.

“That way there are no surprise costs when the time comes to start contracting, or even at the end of your event when you receive a final bill,” the team explains.

Jessica Boskoff, Founder & CEO of Twenty Three Layers (23 Layers), also advises hosts to inquire about “other ancillary costs such as building wifi, freight costs, and additional operational fees.”

3. Know Your Guest Count Range

photo courtesy of & event agency: Overland Entertainment | venue: Liberty State Park

The team at Modern Millennial Event Design + Production suggests knowing your general guest count range before selecting your venue. “Each venue has a maximum capacity,” they explain. “As long as you are not over the maximum capacity of your venue, it should be fine that your guest count changes after booking the venue.”

You will also want to consider the event flow of any given venue to accommodate your guest count. Ask yourself, does the venue allow for easy mingling and engagement? For example, you may want to provide entertainment in one room while simultaneously offering a quieter space for networking. Additionally, if you’re hosting a corporate event outdoors, can your venue make a last minute accommodation for any inclement weather?

4. Be Flexible With Your Event Date

Speakeasy Corporate Destination Event in Chicago

photo courtesy of & planner: Hollywood POP Gallery | venue: Viceroy Chicago

As long as you can be flexible with your event date, you are more likely to secure your top venue choice. Many venues book up to over a year in advance, so flexibility is always advantageous.

Flexibility may also save on budget costs. “Keep in mind that most venues have a weekday rate and weekend rate,” the team at Modern Millennial Event Design + Production shares. “They may also have an in-season and off-season rate, as well.” That being said, “a date does help provide the most accurate quote for the venue fee and food and beverage minimum,” so hold off on setting your budget allocation in stone at the beginning of the planning process.

5. Keep Location Top of Mind

mParticle Acceleration Conference at Spring Studios in New York, NY

photographer: Scott Clark Photo | event agency: Twenty Three Layers (23 Layers) | rentals: Taylor Creative Inc. | venue: Spring Studios

“Location plays a huge role in selecting a venue,” the team at Modern Millennial Event Design + Production tell us. They remind party hosts to narrow down what’s most important to them: “A view? A central area to allow people to easily gather? A destination to provide more of a vacation experience? You should ask these questions as you’re building your event vision to be sure you are reaching out to venues that best meet your criteria,” the team says.

The team shares that one of their recent clients “wanted a destination that was close to their headquarters, but still felt like a ‘retreat’ location.” The add, “We ended up holding the program at Laguna Cliffs Resort & Spa in Dana Point to provide the vacation ambiance while staying close to company headquarters in Aliso Viejo. Check out the Orange County-themed welcome reception and seated dinner for an inside look.

Orange County Themed Welcome Reception at Laguna Cliffs Marriott Resort & Spa in Dana Point, California

photographer: Sweet M Photography | event agency: Modern Millennial Event Design + Production | floral: OC Fleurish | venue: Laguna Cliffs Marriott Resort & Spa

Lastly, don’t forget to consider how seasonality and weather will affect your location. For example, if you choose to host a corporate event in the middle of a Chicago winter, you’ll want to make sure you have an indoor venue or glass-enclosed space.

6. Prepare for Your Venue Walk-Through

Dynamic Corporate Event at JW Marriott Phoenix Desert Ridge Resort & Spa in Phoenix, Arizona

photographer: Allegro Photography | planner: AE Events | venue: JW Marriott Phoenix Desert Ridge Resort & Spa

We always say that a great planner takes the stress out of the planning process. Brett Galley, Owner & Director of Special Events of Hollywood POP Gallery, does just that by familiarizing himself with the venue before meeting with the client. “Our team likes to receive a floor plan and all the specs — so during the walk through, we can best describe the vision that will pertain to this specific event.”

Ty Kuppig, Founder & Creative Director of TYGER Productions, approaches a venue walk-through with the same level of groundwork. “I always prepare myself for a walk-through with as much background information as possible — including blank floor plans with measurements to sketch on during my visit, photos of past events showing a range of what has been done (and what has not), and a project brief with key details of our event to discuss with the venue.” See how TYGER Productions utilized the structural pillars of Boston Public Library to create seamless (and visually pleasing) seating arrangements at this sophisticated corporate dinner.

Charming and Sophisticated Dinner at Boston Public Library in Boston, MA

photographer: Matt Teuten | planning & design: TYGER | Event Design + Production | venue: Boston Public Library | caterer: The Catered Affair

Boskoff of Twenty Three Layers (23 Layers) believes in doing the first walk-through without the client. In addition to reviewing floor plans, she brings a list of important questions to ask (keep reading for further insight), and last but not least — a trusted measuring tape.

As a party host, you too can do an initial walk-through without ever leaving your couch. Look up a potential venue on PartySlate to see how other real events have used the space. Make sure to save your favorite photos to an Idea Slate to later share with your planner.

Once your planner has done the initial walk-through, it’s time to accompany them for the next round of visits. Galley advises, “The key decision makers on the client’s corporate team, plus the designers and coordinators, should walk through along with the venue manager to ensure an accurate idea of what all is allowed and how to best utilize the space for maximum effect.”

From there, “If the venue has already been locked in, and a client walk-through has been done, your core vendors should join on an internal walk-through so you are able to run them through the space and talk about red flags or questions, which will, in turn, provide you with a more accurate budget and scope,” Boskoff adds.

7. Ask the Right Questions

Brilliant 4Web Product Launch at The Langham, Boston

photographer: Binita Patel | design: TYGER | Event Design + Production | venue & caterer: The Langham, Boston

Before your walk-through with the venue manager, prepare a list of important questions. It’s easy to forget a question or two during a venue tour, so make sure to write down your list. Kuppig of TYGER Productions shares his list of must-ask topics to broach:

Load In: What is the earliest we can access the venue?
Load Out: Does load out need to happen immediately following the event (overnight) or may our team load-out the following morning?
Power: How many circuits can the venue provide? (Note: This will be particularly important related to AV and catering needs.)
Loading Dock: What are the hours of access? What is the max truck size/height? What is the path from the loading dock to the space? (Note: Always review and measure elevators as those can limit what can be brought in.)
Special Restrictions: Are there any unusual restrictions specific to the venue?
Exclusive Vendors: Are there any exclusive vendors that the venue requires us to work with? (Note: Common examples are catering, AV, or valet.)
Favorite & Preferred Vendors: Are there preferred vendors that the venues suggest and have trusted relationships with?
Parking: What are parking options for trucks? What are parking options for guests? If guest parking is in a garage, can we buy out spots in advance?
Live Flame Versus LED: Does the venue allow live flame, or is LED required?

Galley of Hollywood POP Gallery also suggests asking about arrival times for vendors and whether there will be any “an additional charge for early load-in and set up?” He also recommends that party hosts inquire about the overall capacity (as discussed above). Lastly, he emphasizes inquiring about special restrictions. “What are the do’s and don’ts while utilizing their venue?”

Remember, if you hire a skilled corporate planner, you can leave all of these questions up to them. Utilize our curated corporate planner directory to find the perfect fit.

Of course, a corporate event is far more than the sum of its logistics. Boskoff of Twenty Three Layers (23 Layers) reveals her team’s favorite question to ask: “What can we brand!?” Check out our favorite event branding ideas for a successful corporate event. You can also see how the team at Twenty Three Layers (23 Layers) reinforced a positive company culture at Slack’s summer employee party with branded lawn games, signage, and refreshing summer sips.

photographer: Filip Wolak | event agency: Twenty Three Layers (23 Layers) | venue: The William Vale

8. Determine Any AV & Amenities Needs

Elegant Corporate Dinner at The Institute of Contemporary Art in Boston, MA

photographer: Natasha Moustache | planning & design: TYGER | Event Design + Production | venue: Institute of Contemporary Art Boston | caterer: The Catered Affair

The type of venue you choose will largely determine which kind of AV capabilities and amenities are available. “Having baseline AV capabilities in-house is a plus, although not always available, especially if you are working in raw spaces with no infrastructure,” Boskoff of Twenty Three Layers (23 Layers) explains. “But a good sound system, lighting, and projector definitely help. As for other amenities — having nice bathrooms and a large freight elevator are always a bonus!”

Remember, any AV equipment that you have to bring in may add to your overall budget. Knowing that, Kuppig of TYGER Productions shares, “High-quality sound systems with capabilities for multiple wireless mics is a big plus. Large format projection screens or LED walls are also great selling points. Dimmers on all existing lighting are also very important.”

With all of this in mind, you may want to consider what Galley calls “built for the corporate conference-style venues.” He explains, “If you go to The Glasshouse in NYC, you automatically walk into a state-of-the-art facility with high-tech screens, sound, and lighting.” See how Galley utilized this venue to plan an off-site conference that wowed with LED furniture, virtual reality games, and branded décor.

Corporate Conference Sun, Noon & Night at The Glasshouse in New York City

“In house venues often have a staff member who can handle the AV needs of events on their own,” Galley explains. “For an additional cost, at other locations like The Plaza New York, we must work with their in-house AV company, which is Bentley Meeker, who is a top-of-the-line AV company.” He adds, “Outside AV companies may also have connections or resources to be able to bring in specialists to fill technical roles within your event, such as a highly experienced audio engineer.”

9. Review ADA Access

“ADA (American Disability Act) access should always be discussed with a venue prior to booking,” Kuppig of TYGER Productions tells us. You want to ensure that all guests are not only able to access the building, but also able to enjoy the event to its fullest. Kuppig says, “We always review the ADA path — is the entry path the same or different? If different, how can we create an equally elevated experience for entry.”

Hiring a trusted corporate event planner or agency is critical in this regard. Galley of Hollywood POP Gallery shares, “As the producer of the event, it is our job to write a list of all questions to determine if this venue is the correct fit for our client’s vision. This includes accessibility.”

While most venues are ADA-compliant, Boskoff of Twenty Three Layers (23 Layers) recommends choosing a venue “on street level and/or just one floor” to ensure seamless accommodations for all guests.