Are you looking for a meeting room in New Delhi? Before you start your search, we bring you some pro-tips that you need to finalize a perfect event space for your next corporate event.

Internal Decisions

First of all you would want to be clear on what you need. Hence, you should be well aligned with the purpose of organizing a particular event. Before you start searching for a venue and get in touch with them, you should be clear on these points:

1. Budget – You should know how much the management is willing to pay for a particular event as it may not be same as it was for your previous events. Understanding of your budget will help you shortlist the venues and negotiate them.

2. Number of attendees – depending on the number of attendees you’ll be able to shortlist venues basis their capacity to accommodate people. And you’ll need to give a minimum guarantee to the venue when you make a booking with them.

3. Type of Event- You should know whether it is a formal dinner or an award ceremony or a casual get together or a family affair. This will help you shortlist the type of venue and decide whether you need a meeting room, a conference room, a banquet hall, an open space or a poolside.

So, now when you have all the necessary internal information, you can start searching and getting in touch with nearby venues. Here’s what you need to keep in mind:

1. Location – Location of your event venue is important as it should be easily accessible to all the attendees.

2. Flexibility – Though all corporate events follow a pre-determined agenda but you still need a flexible venue as you may need to change your plan due to some unanticipated reasons. The flexibility here means moveable partitions, choice of furniture, cost and event timings.

3. Cost – Always spend less on the venue cost because then you have more funds for F&B services, entertainment & decoration of the event. Good negotiation skill is the key.

4. Ambiance & Service Quality – The venue you choose should have an aesthetic appeal to it and should be providing first class services and amenities for your guests. Because you don’t want your attendees to have an unpleasant experience.

5. Internet Connectivity & other Technological requirements – A strong WiFi connection is a must for every corporate event. Other than that you may need overhead projectors, LED screens, light & sound system to give presentations & speeches. Most of the venues who frequently host corporate events have these facilities in-house so you don’t need to hire external vendors in that case.

6. Venue Capacity & Minimum Guarantee – You should consider the dimensions of your event space as per the number of your attendees because you don’t want it to look crowded or empty for that matter. When you make a booking you have to give a minimum guarantee of attendees to the venue. You should do that wisely because you’ll have to pay the amount that is decided upon for the number of guests you give them as MG. There will always be some no shows.

7. Layout – Layout of your event venue is important for so many reasons. It helps in making a seating plan, helps you make a blueprint of the set-up (entry gate, stage etc.), inform you about the area dimensions, fire exits and parking capacity.

8. Elaborate F&B Menu – An elaborate F&B menu that offers various cuisines provides you the advantage of choosing dishes from multiple cuisines. Also, you should know in advance whether the outside liquor is allowed or not and what are the charges of liquor being provided served by venue.

9. Licenses & Permissions – Last but not the least you should ask your venue what are the licenses & permissions and any other hidden fees that you need for your event.

Source: Fix Our Meeting Blog