Planning a corporate event in London is more than just picking a space, it’s also an opportunity to create a memorable experience. However, the vast range of venues available can make selecting the ideal space overwhelming – but it doesn’t have to be. In collaboration with HeadBox, experts in meeting and event venues in London, we’re thrilled to bring you insider tips straight from their on-the-ground know-how!
Sourcing the ideal venue is something like a Venn diagram – a mixture of location, amenities and incorporating your brand’s identity, all within your budget. Here are five pro tips to guide you in choosing the perfect corporate event venue in London.
5 Pro Tips For Choosing the Perfect Corporate Event Venue in London
Pro Tip #1
Budgeting – Search for a venue AFTER setting a budget that includes venue hire, amenities, and (if applicable) catering and beverage
This may seem obvious, but don’t underestimate how much more refined your venue search becomes when you set your budget first. This ensures you not only find your perfect corporate venue but also the perfect one for your budget.
It is crucial to set a budget that includes the venue hire cost or the daily delegate rate (DDR) and amenities like audio-visual (AV) equipment (screens, projectors, lighting, and sound), staff assistance or setup/breakdown, entertainment packages, and (if applicable) catering and beverage.
Depending on the venue, a venue hire fee (half-day or full-day) or a daily rate per person (DDR) may be available. There’s no hard and fast rule, but corporate venues are more likely to operate by DDR, meeting rooms at an hourly rate or DDR, while venues that serve a variety of events tend towards a venue hire fee.
Pro Tip #2
Venue types – To create a memorable event, select a venue that suits the event’s needs and reflects your brand’s values and messaging
While the purpose of your event dictates the venue and it seems obvious to host a conference at a conference venue or a corporate Christmas party at a hotel, an array of venue options is available that break the traditional mould.
For example, a progressive and innovative brand could opt for a conference in a cutting-edge industrial creative space, and a traditional brand with a long-standing reputation could opt for a historic venue for its black-tie Christmas gala. As long as a venue has the capacity and flexibility of seating and standing arrangements, whether you decide to get creative with a venue or stay traditional, giving equal priority to your event’s purpose and brand identity will help you narrow down the overwhelming selection of event venues in London.
Pro Tip #3
Location – Select a venue in a location that suits your guest’s needs: parking, hotel rooms, and public transport
Knowing how most of your guests will arrive at your event and their length of stay should dictate the location. If many will arrive by car, prioritise a venue with a car park. If it’s a Central London location, ensure there are nearby public transport links like the Underground and National Rail.
A state-of-the-art industrial creative space might have the look and ambience you’re after, but if it’s located on the outskirts of London, it will cost your guests time and money to get there. If you have guests travelling from out of London, an event space in a hotel – or at least one close to a hotel – would be ideal.
One more thing to consider when it comes to brand values and identity: If you’re a Benefit Corporation or just looking to reduce your carbon footprint, location is even more important, as 80% of carbon emissions from in-person events come from travel to a venue.
Pro Tip #4
Amenities – Consider the array of amenities available at potential venues; the perfect venue is only an empty shell if there are limited to no amenities
As established, hiring a corporate event venue in London hinges on your budget. Impactful events come just as much from the amenities as the venue itself. Are you able to customise the lighting to your brand colours? Is there an entertainment package included? If there are guests giving talks, how is the sound and lighting? Is there a projector screen available? Are staff on hand to ensure a smooth running of the technical aspects?
Know when and where to employ creativity. For example, if most of your budget has gone into securing a venue but it’s a blank space, work with the event manager/staff to create ambience through lighting and thoughtfully-placed decorations that align with your brand identity. Prioritise tech capability if that’s a requirement for your event. If it’s a party or product launch, prioritise ambience, decor, and space to show off the new product.
Pro Tip #5
Securing the venue – Don’t leave searching for and securing a venue to the last minute
Setting a budget, knowing your location needs, and outlining the required amenities will narrow your search for corporate event venues in London. But after the site visit or virtual 3D tour is complete and you’re sure you’ve sourced the perfect venue for your event, don’t wait too long to secure it.
Once again, there’s no hard and fast rule; some venues will require a deposit, others payment in full, and still others just a contractual confirmation – it varies depending on the venue and size of the event.
Do what you need to secure the booking and ensure all agreements are in writing. Keep communication open as the date of your event approaches; confirm final numbers, dietary requirements, any deliveries, and final preparations.
Don’t underestimate the amount of work required to organise a corporate event, this is why it’s pivotal that you give yourself time. Setting a budget, having an idea in mind of the venue type you’d like, knowing the necessary amenities required for your event, all while thinking about your brand identity and values – these are the tricks of the trade for choosing the perfect corporate event venue in London.
