Planning a corporate event can be as stressful as it is important.
Often, the hardest part is finding a venue that fits your logistical needs and promises each attendee will have a great time.
Jill Vallo, Executive Meeting Manager here at The Equinox Golf Resort & Spa shares her advice on what new meeting planners should know, and what to ask to drive success and productivity when booking a corporate meeting or event.
Here are her insightful tips and essential questions.
The Event Planning Conundrum
Organizing a corporate event means juggling numerous details—from technology needs and seating arrangements to dietary accommodations and entertainment.
You need to strike a delicate balance between functional and fantastic.
Jill explains, "When you book an event with us ... you're looking at flip charts and things along those lines.”
That’s the functional side.
The fantastic comes in the form of a dedicated conference event planner who guides you every step of the way.
“They're your go-to person for any questions, food questions, meeting questions, or really anything while you're on-site,” she says.
The Details Matter
Every meeting planner knows the details matter immensely.
As Jill puts it, "You want to make sure that you have the room set, and we offer discounted room rates for when you do host meetings at the event."
But it’s not just about having the space; it’s about creating an atmosphere that promotes productivity and satisfaction among the attendees.
Before you start looking at venues, establish your event’s purpose and what you hope to achieve from it.
Ask yourself:
- Why are you hosting the event in the first place?
- What are you trying to accomplish?
- What do you want your attendees to take home?
- What do you want the memorable experiences to be?
Honesty in answering these questions allows certain aspects to become priorities while giving leeway where necessary. Decision-making becomes easier once you understand what is most valuable but still flexible.
Another key consideration is amenities versus concessions. Jill says, “Amenities are for everyone, whereas concessions are more geared towards groups.”
Not only will concessions improve your experience, but they also add value to your company.
This could include:
- Suite upgrades for VIPs
- Discounted room rental rates
- Lowering resort fees
Securing these creates a more luxurious, personalized attendee experience while maximizing company resources.
Find a Venue Committed to Your Success
To pull off a truly impactful event, you need more than just exceptional facilities—you need a venue partner wholly committed to your success. Look for a location that provides:
- A dedicated conference services manager
- A specialized banquet team
- In-house A/V support
- Inclusive amenities like WIFI and A/V equipment
- Exclusive concessions and perks for planners
With a team of knowledgeable professionals solely focused on flawless execution, you can concentrate on achieving your primary objectives while they handle the rest.
As Jill shares, "You get a dedicated conference service planner on top of a dedicated banquet manager who helps with your events."
The Booking Process: From Proposal to Partnership
The journey to securing the perfect venue for your corporate event begins with a request for proposal (RFP).
Jill explains, "You would submit something to the hotel, and someone like myself, a sales manager, or one of my coworkers will respond."
Building a Relationship
Submitting a RFP is more than just ticking a box; it’s a chance to build relationships with the people who work there. You’re looking for a sales manager who is responsive, attentive, and genuinely wants to know what you need to achieve.
Once you find an aligned venue, contracting begins as you partner with their conference services to finalize every detail.
A Commitment to Service
Throughout the planning process, a venue should always show that they are there to serve you and make sure your guests have an excellent stay.
Jill states, "It's all about what you want. We're here to serve you, and we want to make sure that your guests and clients have a wonderful stay. We make sure that happens."
Teaming up with such establishments means that you can ensure everyone has fun at events while also increasing team-building activities. Productivity goes up through more memorable experiences within your organization.
But how do you know which venue is the right one?
Choose a Venue That Exceeds Expectations
Creating an unforgettable experience that ensures team-building success requires places that go overboard in every respect.
The Power of Personalization
When choosing an event location, always consider the personalization factor.
From the initial RFP until the final goodbye, the person working on behalf of the facility should show genuine interest in knowing your needs better than any competitor—then come up with the best package possible to surpass even your wildest dreams.
A Luxurious Setting for Productive Meetings
While it may be tempting to go for a venue with high-end amenities and a beautiful setting, always remember productivity; choose somewhere that strikes the perfect balance between comfort and inspiration.
A luxurious yet functional space should foster creativity among people working together toward a common goal.
Making the Right Choice
By asking the right questions, setting your priorities, and associating with venues that share your drive toward achievement, you can organize corporate functions that will forever transform the lives of everyone within your organization. So, don’t just settle on any location—select only those capable of making your meeting extraordinary.
So what are you waiting for?
Equipped with these insights and a clear idea about what kind of event you want to host, now is the time for action! Get out there and find that perfect spot everyone will remember as “the place where it all happened.”
For more tips, tricks and resources, be sure to check out The Ultimate Event Planning Toolkit - a free downloadable guide to help you every step of the way. Grab it here.