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FAQ about booking Corporate Event Venues in Springfield, MA

Why Book a Venue for my Springfield, MA-area meeting?

Choosing the right corporate event venue can sometimes be overwhelming. Whether you’re looking for a place for your company party, employee recognition event, or business conference, it can be challenging to identify an event space that will suit your needs.. However, events like company parties or staff parties require a venue and the pleasure of meeting people in a shared setting. Fortunately, Phillips has access to some of the best corporate event venue options out there. But the big question is, how will you know which one is the most ideal for you?

Before you decide on a location for your corporate event, keep the following tips in mind:

Accessibility

The first thing to consider when scouting for the best venue for your corporate event is accessibility. Make sure the location is in a good part of town, public transportation is available, and accommodations are nearby. Find out if the venue has ample parking spaces, as well. All of these factors will significantly contribute to the high percentage of attendance and lessen the chances of late attendees.

The Costs

It’s always a good idea to ask a potential venue about the costs and its inclusions. Make sure that you get a clear understanding of what you’re paying for and what you’ll be getting. Doing so will enable you to explain the line items to others, and to communicate the full value of the package you receive.

Also, you need to know which fees the venue may charge for the use of their services or in-house vendors. Ask about deposit fees, rental options, or off-peak rates that can help provide flexibility in your package pricing. You’re likely to have additional costs as well; for example, you may want to get your logo on print on demand t shirts Las Vegas (or any other city) to attract people to your brand, which is why the need to budget accordingly can be so important.

Space and Layout

How many guests are you expecting? Which activities do you have lined up? Once you have an understanding of this, ask the venue how many people they can accommodate. For high-profile events, it’s also recommended to do a site inspection first to confirm that the venue can meet your event needs.

You can even ask for a copy of the venue’s floor plan to get a good grasp on how you want to arrange the area to match your event. If you are hosting a trade show, you’ll need to make sure that the layout can accommodate something like a custom trade show exhibit design as well as a booth or multiple booths, depending on what is happening, so that there is enough room for everybody and for the events.

The Services and Amenities

It would be easy to presume that all San Diego event venues offer the same services. But this is not typically the case. For example, you might need special considerations such as dietary requirements or floral arrangements. If so, ask the venue if they provide these or have vendors that do so. Some venues offer event planning services as well, so it’s best to ask them for a package deal.

It’s also a good idea to see a list of all the vendors that work consistently with the venue, and come highly recommended. Instead of creating your own team from scratch, these vendors can handle your event better, as they already understand the inner workings of the venue. This can help save you from missteps resulting from vendors unfamiliar with the place.

The Technical

Acoustics and lighting also play a big part in any corporate event. It’s highly likely that you will need equipment for videos, sounds, and lights. Discuss with your potential venue what they have on hand, and what you need to bring in yourself.

You may also want to consider having Wi-Fi for your event, as well as charging stations. Ask your venue if they have support staff who can monitor the AV use in case glitches happen in the middle of the event.

The Ambiance

The ambiance or mood of the venue can set the tone of the whole event. Because of this, you will want to make sure that the site you’re renting can be adjusted to reflect your brand’s value. For example, a company party will require a relaxed atmosphere as opposed to a conference with business partners. So, you have to ensure that the venue can handle different setups and configurations.

Also, look into about incorporating your company branding into the venue layout. Ask the venue if there are restrictions on signage, banners, and other decorations you may want to add.

Food and Beverage

Food and drinks are essential aspects of any event. If you want to host an event that attendees will love, be an excellent host with your dining selections. When searching for the best venue for your event, let your prospective event spaces know of your preferences and requirements in food and drinks.

Not all event venues provide catering services. However, many venues have partner caterers, or an approved list. Ask the venue if they offer this service or if they have a list of vendors you can choose from. Can they accommodate requests such as gluten-free or vegan food? Will you need a bartender or a liquor license? These are additional considerations to take into account.

If you are ready to get your event planning started, contact a Phillips family member today. Our knowledgeable team will assist you in selecting the perfect venue for your event.

(Service options subject to availability. Offer may not be available in all states)

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What areas near Springfield, MA do you serve?

We serve Hampden County and Hampshire County. Please note our corporate event venues in Springfield are also located in Feeding Hills, East Longmeadow, Indian Orchard, Wilbraham, Enfield, Suffield, Hampden, Somersville, West Suffield, Somers, Southwick, Southampton, Granby, Windsor Locks, Three Rivers, Woronoco, Montgomery, Russell, East Windsor, Broad Brook, Monson, North Granby, East Granby, Thorndike, Palmer, Poquonock, Granby, Bondsville, Ellington, and Belchertown.