Company Outing As Corporate Team Building Activities. Part 1; Preparation Venue Election

As I wrote in previous hub entitle Company Outing in Bali As Corporate Team Building Activities. Introduction that there are 8 matters should be prepared as they key of event success especially in electing venue. You may need local partner of event organizer especially when you hold event in another country. Some expenses could be saved for flight, accommodation, time and many more for initial surveys. You could contact them, give some initial information about the event’s plan and then ask them to provide some information about some venue options and the condition, restaurant, interesting places, entertainment, transportation and even cost estimation based on the initial plan you have. You will get their proposal faster if you share more information for them in detail.

Based on the proposal and the information you get from local partner, you can analyze and make some consideration. But for the final decision you still must meet with your local partner and ask them with you to have inspection and check by yourselves directly all venue option and places proposed.

Shortly, the following are some steps should be done to find the perfect venue for your event.

1. General and Initial Plan

I know sometimes many people are looking for the venue even before they do not arrange any plan yet. It’s understandable if many people say that perfect venue is a key to a successful event. It is right. But it should be understood as well that venue election must be based on the requirement of the program and so does the program must suit to the venue. But by knowing exactly what you are looking for based on the initial plan will help narrowing the choices and find the perfect venue.

2. Kind of Event

Many great venues designed for specific purpose. Therefore you have to decide what type since it will completely affect your choices of venue. Conference and dinner will require different aspect of venue. So, you need to decide your type whether it would be an award ceremony, dinner, large exhibition or just a party.

3. Target to Achieve

All events must have a target and you should be honest with yourselves about it. If you just want a simple with a basic functional venue that will simply suit your need then pick that kind of venue. But, if you want to very impress your delegated with a glamorous venue then pick the venue accordingly. But everything has it logical consequences especially about the prices.

4. Number of Participant

The fix number of participant is very important. You do not need to book hall of 500 people space capacities for your 200 delegates. That will look bad and ineffective from the side of budget. But some venues have a moveable wall to suit the number of participant. You should check it with the venue manager.

5. Location and Supporting Facilities

You really need to know more information about the location and it surrounding. For example for a corporate meeting and gathering, usually some delegates will need massage or spa in their free time. Is there a spa facility in venue or near the venue? If it’s not near, how they can go there? Is there any good restaurant? And many useful information you need to know. You should talk to your local partner about it.

6. Budget

How much you allocate the budget for the venue and for other important items such as AV, Projector, Sound System, Entertainment, Souvenir, Tour and soon. All the cost estimation should have been include everything will be required payment for the event. Except some additional requirement that possibly happen during the event. Everything must be analyzed and be anticipated.

7. Venue Facilities

You need to ask very detail about it to venue manager so arrangement of agenda and other supporting material such as stage, backdrop and decoration could be done appropriately.

8. Inspection

Even you have detail information from your local partner, you still need to visit the venue directly. You need to feel the venue.

To help you arrange initial plan before request information and proposal from an Event Planner, the following is the sample data you should share to get prompt and appropriate feedback.