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venue for a corporate event or meeting

How to choose a venue for a corporate event or meeting?

Event Venue in Nairobi

When you are looking for the right venue for your event it’s important to consider factors such as location, ambiance, price, and capacity. There are many factors that will determine what type of event you’ll be having so it’s important to have options in mind.

When it comes to corporate events, you would want to ensure that the venue you choose can accommodate all the needs of the guests at the event.

The key is knowing your guests and understanding the types of events they’re interested in. The following are some of the most important considerations to consider when choosing a venue:

  • Location
  • Venue size
  • Restrictions on time and space for an event
  • Accessibility
  • Services and Amenities
  • Ambiance

9 Tips for Picking the Perfect Venue

Planning a corporate event is a huge task, especially with all the decisions to make. But deciding on a venue can be one of the most important decisions you make, and here are some things to keep in mind when picking your venue:

Space and Layout

One of the first things you should take into consideration when planning a corporate event is what type of venue will be appropriate. Take a look at the space and decide if it is right for you.

It’s important to have a space that suits your needs for your event. Here are a few questions, that you should be asking in regards to the venue:

Is there any Capacity limit?

Can they accommodate for special seating arrangements or a platform area for the host?

Location and Accessibility

When you’re hosting a local event, what you’re looking for is usually a venue that is convenient – meaning not too far from most attendees’ homes or places of work. If your event delegates are coming from a different city, try to find a venue that is close to the airport, train station, or central transportation.

Inquire about parking arrangements beforehand so you won’t be saddled with the additional cost. If on-site parking is unavailable, consider reserving nearby parking spaces for attendees or make arrangements for other modes of transportation such as Uber, shuttle bus, taxis, etc.

Services & Amenities

If you’re planning an event, it might be useful to find out if the venue has basic amenities, such as audio-visual services, Wifi, staging, and lighting, etc that are appropriate for your event.

In case you need additional catering, transportation, floral arrangements, or decor, see if your venue has these services. If not, find out if the company has a preferred vendor you could work with.

Audiovisual & Technology

To accommodate presentations or videos, you’ll most likely need an AV connection and Wi-Fi for this meeting. In addition to your presentation materials, you may need a sound system, projection screen, or special lighting.

Find out if the venue has those amenities or contact a vendor for those. Ask if the tech team will be on-site and able to help if there is any trouble with bandwidth.

Ambiance

One aspect that you want to pay attention to is the mood or tone that a venue sets for a meeting. You will want it to be pleasant and not distracting so as not to disrupt your attendees.

It is important to note the existing decor inside the venue when it comes to architectural styles and ambiance. Look inside and take notice of what you see. How does it make you feel when you go in?

Food & Beverage

Whatever event you are hosting, ensure your venue can accommodate any food or drinks needs. Find out what sort of meals, breaks, snacks, or refreshments will be offered?

It is important to make sure that the venue can accommodate any special dietary requests as some might not be able to serve gluten-free, vegan, or vegetarian foods.

Restrictions

Often, venues have certain restrictions for things like decorations, music, photography/videography, alcohol consumption, etc.

In the case of outdoor events, some venues may not allow the use of any outdoor space or may forbid tents to be set up on the lawn. To avoid unwelcome last-minute scrambling, always be clear on these issues upfront.

Lodging Accommodations

If you need to plan a corporate event or invite large groups of people from different locations, make sure you choose a venue that has overnight accommodations.

If the venue cannot accommodate your guests, make sure to check if there is a nearby hotel that can fit all your guests.

Price

There are a few different ways venues charge for their space. Some have a flat rate with all incidentals included, while others have additional fees. Make sure you understand how much each item will cost before booking the venue.

Make a list of all the services offered by the venue and be sure to determine what each cost will be. This way you can figure out how much everything costs before any money changes hands.

Which Type of Venue is the Best For Your Event?

A venue can make or break your event. Your guests will want a venue that exudes the type of ambiance that you are going for. Some venues will be more expensive than others and some will require more work on your part, but choosing the best venue for your event is key to a successful party!

Venues range from ballrooms to banquet halls, from outdoor tents to conference centers, and from restaurants to nightclubs. The right type of venue will depend on the type of event you are hosting and the atmosphere you want to create for it.

If you are looking for a venue in Nairobi, Kenya to host your next corporate event, Hotel 2.5.4 Ole-Sereni offers spacious conference rooms ideal for hosting conferences or lectures up to 500 people that can be set to any lighting and sound combination you prefer.

Below are a few of the different types of spaces suitable for your next business meeting. We have a range of options from banquet halls to formal boardrooms.

Conferences & Banquets- The Pride Ballroom is a fantastic venue for conferences or parties that have a large guest list. This is an event space that measures roughly 420 square meters. There’s room for up to 500 simultaneous attendees.

Meetings & Events- There are 3 meeting rooms on the first floor of Ole-Sereni Hotel with a 37m2 space.

Board Rooms- The hotel features 3 boardrooms with a space of around 50 square meters. They can comfortably accommodate anywhere from 25-50 people each.

The Cost of Renting Out a Venue in the City Where You Are Located

Venues are an integral part of any event. You need to find a venue that has the space, accessibility, and parking for your guests to attend. But before you can even reach out to the venue about availability, you will need to know how much it costs to rent out their space.

A few variables will play a role in what the cost of a venue is. For example, the size, accessibility, and a number of parking spaces available for it will all come into play. The prices vary across cities and state so always do your research before committing to one.

Nairobi is the major business hub in East Africa and it is also a popular tourist destination. The cost of renting out a venue in Nairobi can be very high. In busy areas, rental rates can range from Ksh 20,000 to Ksh 50,000 per day. Venues can also be rented by the day in some areas for as low as Ksh 5000.

The best way to find out the cost of renting a venue in your location is by contacting the company and checking on their website. Try to be open to a variety of date options. When making a reservation, providing 2-3 date options may get you better pricing.

The Process of Finding and Selecting a Custom-Built Meeting Room or Conference Room in the City Where You Are Located

When looking for a custom-built meeting room or conference room in the city where you are located, there are a few things to keep in mind.

The first thing is to ask yourself what your needs are. What size of room do you need? Do you want a theater-style or U-shape? Do you want the space to be carpeted or hard flooring?

What kind of audio and visual equipment do you need? Would you like a drop ceiling with lights already installed, or something else?

What style of furniture would work best for your needs? Would it be more cost-effective for your organization to purchase furniture if needed, rather than rent them from the facility itself?

This process of finding and selecting a custom-built meeting room or conference room is both simple and straightforward and can be completed by following these five easy steps.

Step 1 – Planning Your Meeting Room or Conference Room Needs

Meetings are an important part of any organization, but they can quickly derail without proper planning. When planning a meeting, you should consider the size of the group, the purpose of your meeting, and your desired layout.

Step 2 – Finding The Right Location For Your Meeting Room or Conference Room

When you are looking for the right location for your meeting or conference room, there are tons of things that you need to take into consideration. Some of the most important features that you need to think about include space, food service, technology capabilities, Wi-Fi availability, security/safety measures and more.

Step 3 – Deciding The Size Of Your Conference Room And Selecting A Design Style

A thoughtful approach to deciding the size of your room and selecting a design style is key to creating the perfect space for your needs. You’ll need to decide on what size conference room you would like.

If you’re expecting a lot of participants, then an oversized conference room might be best. However, if your conference is for a smaller group, then a medium-sized conference room might be the right choice for you.

Step 4 – Choosing Furniture And Equipment For Your Custom Built Meeting Or Conference Room

Your meeting or conference room should be the perfect space for you and your guests. Whether you’re hosting an intimate conversation or a large event, it should be comfortable, functional and cohesive with your company’s needs.

There are a few furniture elements that are necessary when designing your meeting or conference room including tables, chairs, desks, storage solutions and technology features. There are a lot of options you can choose from when it comes to what you want in your meeting space.

Step 5 – Acquiring A Quote From An Architectural Designer

It’s important to get a quote from an architectural designer before making any major design decisions. You might need to change your ideas or the project itself based on their advice.

Tips for Designing Your Event Space

Designing an event space is the first step that the event planner should take to execute his/her plan. The following tips can help you design an event space which will provide your guests with a memorable experience.

  1. Think about what you want your event space to communicate.
  2. Consider the purpose of the event and how it fits into your overall marketing plan.
  3. Make sure that your space is functional, too, with ample room for the number of people on your guest list and sufficient electrical outlets for all of their devices.
  4. Ensure that there are plenty of natural light sources and adequate ventilation to avoid stuffiness or headaches among guests
  5. Finally, make sure that there are enough restrooms to accommodate all guests without any lines or wait times for facilities

Tips For Selecting The Right Ambiance

Selecting the right ambiance for your event is important to set the mood and atmosphere. There are many different kinds of venues to choose from, but some will fit your event better than others.

You should consider what you’re trying to achieve with your event, as well as what kind of space you have available for it. Here are a few tips to help you select the right ambiance-

Music – Music can drastically change how you feel at any given moment. A slow or relaxed song would be a good choice for a business conference.

Lighting – The right lighting can change the look & feel of a space. Make sure that your event’s lighting plan goes well with the theme and overall mood you want to create.

Tablescape- The tables are where your guests will spend a lot of their time, so it’s important that they make an impact and keep guests immersed in the experience.

Conclusion: Start planning your next corporate event today!

Planning a corporate event is a challenging and time-consuming task. For the most part, it requires a lot of brainstorming, research, and collaboration with other teams in order to create something that suits the company’s needs.

It also takes time to properly plan the logistics of the event, such as scheduling speakers and performers, catering, venue selection, and more. Luckily for you though, with this article you now have enough tips that will help make your planning process less stressful.

If you are looking for a venue in Nairobi for your corporate event or meeting, take a look at the conferences and meeting rooms at Ole-Sereni.

2.5.4 Ole-sereni Hotel is amongst the leading airport hotels in Nairobi for business and leisure travelers alike, events, conferencing, and weddings. Located just off Mombasa Road, near Nairobi National Park, our hotel is minutes from the JKIA (12Km). We also have close proximity to Wilson Airport.

One thought on “How to choose a venue for a corporate event or meeting?

  1. Wow, it really helped when you said we need to measure a venue’s space before booking one. My sister just got engaged a couple of weeks ago. I’m not sure if my sister has already toured event venues, so I’ll ask her and share your tips with her now. Thank you for the advice on checking a venue’s capacity limit before picking one.

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