7 SUGGESTIONS FOR HOLDING A SAFE AND PRIVATE EVENT SPACE
In the age of COVID, hosting a private corporate event is no easy task. Depending on the size of your event and whether it is held indoors or outdoors, you must be aware of current county and state precautions and safety measures for mega-events, collect and verify everyone's negative tests or digital vaccine records, properly screen incoming guests, and optionally continue to provide social distancing guidelines to alleviate some guests' concerns.
And that's before you factor in food and beverages, technical equipment checks, capacity, bathrooms, parking, accessibility, online event RSVPs, map directions, and other details. So, let's go through seven basic guidelines to assist you locate the ideal location for your private event.
1. SAFETY IN THE COVID AGE
Although California's economy is presently open, there are still laws and regulations in place for so-called mega-events (greater than 1,000 people indoors/10,000 people outside), and we all recognise that the virus remains a huge public health risk around the world.
Countries and regions around the world continue to use various restrictions to limit the virus's spread, ranging from mask wearing to social separation, until infections drop dramatically or a vaccination quota is met.
You can help account for COVID in your private event by providing private rooms for smaller groups to interact, looking for venues with open terraces or an open roof, ensuring that the venue has high-quality HVAC, offering to screen guests even if your event only hosts a few dozen people, and encouraging responsible contact tracing.
The greater the magnitude of the disaster, the more critical the insurance. Event cancellation insurance becomes critical for some businesses that cannot afford to spend in a significant corporate event only to have it cancelled due to an increase in diseases. This is exacerbated when individuals are flown in from all over the country or the world, in addition to a slew of catering and other bills.
2. HOST IN A SECURE AND CENTRAL LOCATION
If you're planning an event for a group of people from out of town, ensuring sure it's not in a remote location is a good place to start.
Choose a location that is easily accessible from neighboring hotels and the local urban centre, with ample parking for all event attendees or a nearby parking facility. Consider the layout of the event venue and prepare paper and digital versions so that everyone attending the event can find their way to it. Don't undervalue the significance of accessibility, particularly for wheelchair users.
Provide a map to assist event attendees in getting to the venue from the airport, hotel, and other locations. Make digital designs of the venue's layout, including where everyone will be seated, where the entertainment will be, and where presentations may take place, for organisational and security concerns.
3. CONSIDER YOUR AMENITIES
After you've narrowed down your venue location criteria, it's time to sort by amenities. What will your event require? What are your objectives for this event? Do you prioritise atmosphere and enjoyment over presenting tools and fast internet? Do you require more chairs or more floor space?
List your requirements in descending order of significance based on the type of event you intend to host.
4. AN EXCLUSIVE HINT
If your event will be exclusive and tailored to a small and specific audience, such as a startup company, a small and private venue makes sense.
Why bother with a modest space at the local convention centre when something far more lovely is available? All while aligning the look and ambiance to the company's design philosophy and team culture.
Of course, a smaller venue must also meet the requirements of sufficient parking, simple access, and a central position. Coworking spaces are an excellent example. Rooms and space are available for rent on short notice, with a variety of facilities and catering.
5. DETERMINE YOUR CAPABILITIES
Your guest list and capacity are also key factors to consider when narrowing down your options. If you are expecting at most 200 people, you cannot presume that 50 will not attend and choose a venue that is too small for the event.
On the other hand, renting a location for a thousand people when just a dozen individuals have RSVP'd may not make sense. It is always preferable to choose a venue that is little larger than necessary. No one can fine you if you are under capacity, but there are consequences if you are significantly above capacity.
6. BE AWARE OF YOUR AUDIENCE
There are different types of venues. When it comes to real estate, it's usually said that location, location, location - and events are no exception.
There is undoubtedly some flair to organising a corporate event at a beach resort, but that may be a poor location for an event that will mostly focus on tech presentations. Even when deciding between several business sites, the design and mood of a venue are quite important.
What is best for your company? What will the purpose of the event be? What venue best represents your event's branding?
7. COSTS
A coworking space may not be the answer to all of your concerns, but it is one of many options for hosting a small and private business event without breaking the bank or going too cheap. Meeting your budget is also a significant consideration when selecting an event site.
Coworking spaces not only allow you to fit more into your budget, but they also create the ideal venue for any private corporate event and have an extremely flexible floor plan.
SEARCHING FOR A PRIVATE EVENT SPACE
Finding the ideal venue for a secure and private event entails determining your budget and matching it to your requirements for space, atmosphere, amenities, location, and security measures.