Team Building Venue Checklist: Finding the Right Venue for Your Corporate Event

When it comes to choosing a team building venue, the location is one of the first factors to consider. You want to make sure that your venue is easy to reach for all your attendees, so that they can arrive on time and without any hassle. A convenient and accessible location can save you time and money and ensure that your event starts and ends smoothly. 

Depending on the duration of your team building event, you should also consider the time and effort required to travel to the venue. For example, choosing a corporate event venue 2 hours away from your office might make sense for longer events such all-day events or overnight stays. For shorter team building activities, you might want to consider a location closer to your office, or even use your office as the event space. 

Additionally, you should consider the surroundings of the team building venue and how they fit the theme of your event. For example, if you are planning an outdoor adventure, you might want to look for a venue that offers natural scenery, fresh air and plenty of space. 

As a fully mobile service with dedicated event staff, GOTO Events can transform your chosen venue into an immersive team building activity anywhere in the UK.  

Another important factor to consider when choosing a team building venue is the capacity of the venue. You want to make sure that the venue can comfortably accommodate all your participants, without feeling cramped or overcrowded. 

The capacity of a corporate event venue depends on several factors, such as the size of the space, the layout of the furniture and the type of seating arrangement. To determine the right venue capacity for your team building event, you should estimate the number of participants and then choose a venue that can accommodate at least that number, with some extra room for flexibility and comfort. 

You should also consider the type of team building activity you are planning, and how much space and equipment it requires. For example, if you are planning a team building game that involves physical movement such as The Crystal Team Challenge, you might need more space than if you are planning a team building workshop that involves sitting.

For smaller teams, here is a guide on how to plan a successful indoor team building activity.

The layout of a venue refers to how the space is arranged and designed. It includes the size of the venue and its capacity but also how the furniture, equipment and seating is arranged. You want to make sure that the layout of the team building venue is suitable for the type of activity you are planning. 

The layout of the venue can affect how your participants interact with each other and engage with the activity. The venue layout is also important for the safety and accessibility of your event. Some things to consider when choosing a layout for your corporate event venue are:

The space required to run your team building activity

The layout of the venue should depend on the type of team building activity you are running. For example, if you are planning a team building game that involves physical movement or group interaction such as a team building escape room, you might need more space and fewer chairs than if you are planning a more traditional team building workshop that involves sitting. 

Production and service areas

To ensure a smooth production of the event, you should consider where to position any equipment and props. 

When it comes to choosing a team building venue, make sure that the venue can provide the necessary equipment and facilities that you need for your event. This aspect can ensure that your team building event runs smoothly and meets the expectations of your participants. Additionally, choosing a corporate event venue that provides the equipment and facilities you need can potentially save you money, as outsourcing these services can be more expensive. Some things to consider are:

To make sure that the venue fits your budget without compromising on quality and safety, compare the cost and value of different venues. For example, you might want to use a venue finder, a price comparison tool or a negotiation strategy. At Goto Events, we will help you find the perfect venue for your team building event within 15 minutes of your office. 

It’s also important to ensure that the venue is available on the date and time that you need it. Some venues may offer better rates during the off-season, so it’s worth checking if your event date is flexible.

Before booking the venue and signing any contract or agreement, take some time to understand the terms, policies and restrictions of the venue. The terms and conditions of the venue can affect the cost, liability and flexibility of your team building event, as well as the satisfaction and safety of your participants.

Some things to consider are:

Cancellation and refund policy

Make sure you are aware of how to cancel or reschedule your team building event and what fees or penalties apply. For example, you might want to know how much notice you need to give and what percentage of the deposit you can get back. 

Insurance and liability

Ask your corporate event venue what insurance coverage is provided, what waivers or disclaimers you need to sign or what safety measures you need to follow. This will help protect participants from any accidents, injuries or damages that may occur during your team building event. 

Security and privacy

Find out what security measures the venue has in place, what access controls or restrictions apply or what data protection laws you need to comply with. This will ensure the security and privacy of your participants as well as the confidentiality and integrity of your data and information. 

Visiting the venue in person before booking can help you get a better sense of the space, the layout and the atmosphere of the venue, and ensure that it meets your expectations and requirements. This way, you can also ask questions, clarify doubts and negotiate terms and conditions with the venue staff, and avoid any misunderstandings or surprises later on. When going out to visit the team building venue, pay attention to: 

Finding the right venue for your team building event can be a challenging task. Use our checklist to help you make an informed decision about your team building venue and check out our article on unique team building venues near London for some inspiration. 

At Goto Events, we think that choosing the right venue for your team building event is crucial for putting on an unforgettable experience. Our team of experienced team building event specialists are here to help you. With every team building event booked, we provide you with a completely free venue finding service and suggest the right options, whether you need an inspiring indoor space or an outdoor summer venue. We cover the entire UK and can find the right venue for you within 15 minutes of your office.

Contact us today to learn more about how we can help you create a memorable and rewarding team building event for your team.