Be Prepared To Book

If you’re looking for the ideal business venue to hold a conference or event for your firm, how early do you think you need to book? Two weeks? A month? Obviously it depends on a range of factors, such as the number of people the event has got to cater for. Plus, the time of year, whether you want to serve food and drinks, the type of do and the popularity of the venue itself all need to be taken into account.

Plan ahead

Putting on an event requires a lot of forward planning and selecting the right venue is a big part of this. After all, if you don’t choose somewhere appropriate it can ruin the feel of the whole evening. One of the main things you’ll probably have to find a venue for is a Christmas party or conference. This is definitely something that can’t be left until the last minute, as there will be thousands of enterprises all planning their dos to thank staff for their hard work throughout the year.

There isn’t really a limit on how far in advance you can book a Christmas event and there’s nothing to stop you making enquiries during the summer or early autumn for really popular venues. However, it’s probably a good idea to wait until the venue releases some information about the kind of service it’s going to provide if you hire a room. What are the food choices on offer? How long can you have the venue for? Of course, you’ll need to enquire about prices and ensure they fit in with your company’s budget.

You also need to find out whether you’ll be sharing it with another party or if the venue offers exclusivity. Once you’ve found a venue don’t wait around – place your booking as soon as possible. Get an idea of numbers by asking staff members who would like to attend so you can inform the venue as quickly as possible.

This might involve a bit of compromise if you don’t get in there early enough. Everyone will want to hold their events on a Friday or Saturday evening so booking well in advance is even more important if you’re planning a weekend event.

Be flexible

It might be that you have to make the decision between getting your favourite venue on a Thursday evening, or settling for your second-choice option but being able to secure it on a Friday night. Perhaps you could do a poll in the office to find out which employees would prefer. Also, remember Friday and Saturday night bookings might be more expensive, so bear that in mind when you’re making your bookings.

There aren’t any set rules when it comes to booking a Christmas event, but if you don’t want to be stressed out about the occasion during the holiday period, it won’t hurt to start having a look over the summer months.

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This post was submitted by Steve Willis, who specialises in hotel tips such as the best times to book hotel meeting rooms and wedding hotels.

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