How To Select The Right Board Meeting Space
When it comes to corporate events, there is no doubt that finding the perfect venue is a very important task. What makes a good meeting venue and how do you choose a board meeting venue? Those are two great questions that we will be answering thoroughly for you so you feel empowered when booking your next board meeting.
How to Choose a Board Meeting Space?
1. Set Your Goals
When it comes to finding the perfect meeting venue, you will want to begin by setting your goals and getting really clear on what the objective of your event is. You want to make sure the space aligns with your agenda and what you’re trying to accomplish. Once you are clear on your goals, you can then ensure you are asking the right questions to find the best corporate meeting venues available.
2. Correct Size for the Space
Next for booking event space, you will want to consider how large your meeting will be. Depending on the size of the gathering and what you will be doing, you will want to check in with event spaces about capacity, and if they have the capabilities to host your number of guests for the meeting. There is nothing worse than a cramped and stuffy meeting room, or a room so big, that everyone is awkwardly spaced out.
3. Convenient Location
You will also want to search meeting spaces near me to make sure the location of the venue is convenient for you and your guests. It should be easily accessible, with free parking and public transportation close by. If guests are going to be flying in, make sure you are located next to an airport or have pre-arranged shuttle services for guests.
4. Venue Facilities
Meeting room facilities are very important when it comes to the quality of your event and what you’re getting from the venue itself. Is there a good internet connection and strong WiFi? Are there LED screens for presentations? Do they have a stage, microphones and speakers for guest presenters? How is the heat and air conditioning? You will want to make sure you look into these details before signing anything.
5. Read the Contract Carefully
You will want to make sure you read the contract thoroughly so that you know exactly what you’re getting yourself into when it comes to pricing. What if something goes wrong during a presentation, do they provide you with technical help? If you need furniture for the meeting, is this something they can provide or do they have a third party they can connect you with? What is their cancellation policy? These are all details you want buttoned up so you know what you’re signing off on.
6. Places to Stay for Guests
If guests are traveling from hours away by car or flying in on a plane, you will want to make sure you have a place to stay for guests booked and ready to go. This way they can come in when it’s convenient for them and check-in on their own time. This also makes it easier on guests so they don’t have to stress out about finding places to stay when they land.
7. Do Your Research
Finally, you want to make sure you do your research. Ask for referrals and talk to people you know in the event planning industry. If you don’t know anyone who works in events specifically, ask business partners and colleagues to get a good gauge on meeting spaces they have liked in the past.
At Ovation Square, we have a wonderful venue located in the heart of downtown Long Beach, with a giant big open space and smaller breakout rooms, making it the perfect venue for your next corporate board meeting.
Frequently Asked Questions
Q: How do I know what facilities to ask about?
A: This helps when you have your goals in place because you know what you’re trying to accomplish. From there, you can lay out your needs and wants and talk to the property manager about them.
Q: Do you think it’s best to do board meetings at hotels for guest convenience?
A: That can be great to book a place right at the airport, however, if you provide a shuttle service, this gives you more options to branch out.
Q: If I need additional services, can Ovation Square connect me with third party vendors?
A: Yes we can. With our extensive network, we can help you find any service you will need.