Is your business hosting an important corporate function and looking for the perfect meeting venue?

Selecting the right meeting venue matters more than you might think – and there’s a lot more to consider than you might think as well! It’s important to choose a venue that offers functionality, affordability, and convenience.

So, what should you consider when searching for and choosing the right meeting venue?

Guest List
The first thing you should do when planning a meeting or corporate function is to determine who and how many will be attending. Will this be an intimate and elegant gathering for the executive team, a simple orientation for new employees or a company-wide holiday party? Think about the theme and tone you are trying to set for your gathering and how many people you will be accommodating. This will help you narrow down your venue options in terms of capacity and elegance.

As with anything else, location should always be one of the most important factors in choosing your event or meeting venue. Think about where your attendees are coming from (the office, the airport etc.) and choose a venue that is easily accessible to them. This can include venues that are in close proximity to major highways, the airport, or even the office. Consider whether a downtown location would be an ideal or stressful setting for your attendees. If your event is taking place in the evening around rush hour, think about whether your attendees will be driving in and getting stuck in traffic. If your attendees are driving in, you should also think about parking availability and cost. Choosing a venue that is on the outskirts of the bustling downtown core may serve you more in terms of accessibility and cost.

You may also want to consider looking for a venue near affordable hotels if you’re expecting guests to be travelling a long distance to attend your meeting or corporate function.

Catering and Kitchen
Will you be providing food at your meeting or event? If so, it’s important to think about choosing a venue that has a kitchen and/or offers a built-in catering service. If you plan on using an outside caterer or ordering in, warming up and serving these dishes might be included in the price of the venue rental. Consider asking about this when you’re visiting or speaking with venue options.

Even if you plan to keep it simple with light snack and coffee stations, choosing a venue that will take care of these details might be your best bet. This can simplify the process of planning your event, can help your event run more smoothly, and can even save you money.

Technical Requirements
Now it’s time to think about what will be happening during your event or meeting. Will there be demonstrations, speeches, or presentations? Will attendees be joining virtually as well as in person? If your answer is yes to any of the above, you will need a venue that’s well-equipped to accommodate the technology and space you need.

If you need a checklist of items to keep in mind, here are some common venue features and equipment required by most meetings and corporate events:

  • A strong and reliable Wi-Fi connection
  • Audio and visual equipment such as projectors, screens, microphones, and speakers
  • Easily accessible power outlets and/or extension cords
  • Customizable room set-up
  • A conference table, if required
  • A stage and podium, if required

At the end of the day, it all comes down to your budget. How much are you willing to spend on this meeting or event? Whether your budget is small or large, it’s important to pick a venue that’s functional and affordable above all else. Does the venue of your choosing offer everything you require or is there an additional charge for most of your additional needs? Does the venue of your choosing offer a discounted deal for venue rental and catering? These are the things you should consider when you’re trying to get the most out of your budget.

Additional Accomodations
Once you’ve thought about all of the above, start considering if there are any other accommodations you will need for your event and/or attendees. For example, finding an event that is wheelchair accessible or has ample natural lighting can go a long way to boost the success of your meeting. This is where you need to consider the needs of all of your guests and ensure you are planning a meeting or event that is suitable for them.

If you’re looking for the perfect place to host your next meeting or corporate event, contact Trident Banquet Hall today!

Our venue offers several room options that vary in size and can be customized and arranged to your needs. Our space has been used for numerous meetings, corporate events, and annual general meetings (AGM) so you can rest assured that we have what it takes to host your corporate function or meeting!