The Ultimate Checklist for Booking a Corporate Event Venue!

Planning a corporate event is an exciting yet daunting task. Out of all the moving parts to coordinate, the most critical element is securing the perfect corporate event venue in Omaha.

With a vast number of options to consider, from size capacity and layout to budget, tech capabilities, catering, and more - how do you narrow down the endless possibilities to find the ideal space for your company’s big bash? In this post, we've covered a comprehensive checklist covering all the key factors when booking a corporate event venue, and you’ll be set up for success! Read on to know...

How to Book an Ideal Corporate Event Venue?

Crunch the Numbers

First and foremost, determine your event scope. How many guests are you expecting? Is it open invite or a private affair? Outline your full vision - speakers, performances, hands-on activities? Space needs to comfortably accommodate all components. Once clear on headcount and programming, assess the budget. Costs add up quickly between the venue rental itself, catering, décor, and entertainment. Leave wiggle room for unexpected additions.

Vet the Fundamentals

Now comes vetting specifics of venues themselves. Corporate events often require a business formal atmosphere. Make sure options have flexible rooms conducive to presentations, breakouts, and receptions with appropriate mood lighting and acoustics. Tech needs are also imperative. Confirm A/V systems can support performances, multimedia displays. And don’t forget the little things that optimize success - coat and bag check, registration areas, and waiting lounges.

Get to Know the Staff

A venue’s space means little without an accommodating team behind it. Make sure to have in-depth conversations with representatives during the selection process. Ask about the level of involvement in coordinating logistics like custom floor plans, floral arrangements, and signage. How much oversight is required day-of vs hands-off? Ensure staff will actively anticipate needs and pitch in wherever necessary. You want partners as invested as you in pulling off a 5-star affair.

Cater to Every Palate

And what’s an A-list corporate gathering without delicious cuisine? Discuss catering options thoroughly - packaged menus or customized offerings? Wide variety of dietary preferences accounted for? Open bar or drink tickets? Passed hors d'oeuvres and buffet or seated multi-course dinner? Hash out service styles and offerings that align with your brand image and guests’ discerning tastes. Quality sustenance is pivotal to memorable mingling!

Questions to Ask Before Signing on the Dotted Line

Before settling on “the one,” inquire about these key areas with venue management:

• What's included in the rental - tables/chairs, linens, place settings, easels? Extra fees often apply.

• Is my preferred date available or are there conflicts with other events?

• What's your inclement weather back-up plan?

• Is there flexibility for load-in/load-out timeframes?

• Can external vendors like florists easily access the site for setup?

The Bottom Line

With months of intensive planning going into corporate events, finding a venue truly capable of bringing your vision to life is non-negotiable. Use this comprehensive checklist touching on all essential factors - from square footage to catering, lighting to load-in flexibility - to guarantee you select a space primed for business success! Reach out to Omaha Sports & Games Event now to book the ideal corporate venue space in Omaha.