You may have heard the saying, "Events don't just happen; they are planned." This quote states the importance of careful preparation and organization in ensuring successful outcomes. Planning an event requires meticulous efforts, whether it's corporate, social, or personal! You need to select the right venue, which plays a crucial role in determining the success of your event.

So, wanna know how to successfully plan a corporate event? Well, that's why we're here. In this blog post, we'll cover the top questions you need to ask the venue manager to find a venue that truly caters to all your requirements. So, without wasting much time, let's get started...

Top 10 Questions to Ask Before Organizing a Corporate Event

These are some of the questions that you must ask before organizing a corporate event:

1.      What is Your Event Space Capacity?

The capacity of the event space will dictate the maximum number of guests that can be accommodated. Ask the venue manager about:

• Maximum capacity for banquet, and reception styles
• Space available for registration, networking, breaks
• Is the capacity fixed, or can additional accommodations be arranged

Knowing the precise capacity details upfront allows proper guest list planning and budgeting as per your requirement. Overcapacity venues can disappoint guests and damage your brand image.

2.      What Amenities and Services Do You Offer?

A full-service event space takes the load off your shoulders by providing required amenities and services. Ask the venue manager regarding:

• Catering options - in-house, preferred vendor list, or BYO?
• Audio-visual equipment available - LED walls, projectors, screens, microphones etc.
• High-speed internet connectivity and technical support
• Furniture options - tables, chairs, risers, staging, etc.
• In-built branding and decoration elements
• Parking availability and valet services
• Additional utilities like restrooms, coat check, etc.

This will help compare if the venue is equipped to meet your event needs or if you may need to arrange external vendors.

3.      What Layout and Floor Plans Do You Offer?

The layout and floor plans determine how various event elements can be arranged. Ask the venue manager to share:

• Available layout options - theatre, classroom, banquet, reception etc.
• Modular spaces that can be divided
• Separate areas for registration, networking, workshops, etc.
• Access to outdoor spaces
• Capacity and dimensions of individual spaces
• Moveable walls or partitions available

Visualizing available layouts helps customize the event design as per your brand needs and activities.

4.      What are Your Most Popular Event Packages?

Most full-service venues offer customized event packages. Ask about:

• Inclusive hourly, half-day or full-day packages
• Add-ons available - food & beverage minimum spends etc.
• Staffing, equipment rentals included in packages
• Discounts for weekday, off-peak dates
• Corporate rates or memberships programs
• Payment, cancellation policies

Knowing bundled packages allows evaluating all-inclusive pricing and value adds to fit your budget.

5.      What Type of Events Do You Specialize In?

Different venues cater best to certain event genres. Ask the venue manager:

• Experience hosting corporate events, conferences, seminars etc.
• Familiarity with team-building activities, networking sessions
• Facilities and services suited for product launches, annual leadership meets etc.
• Experience in banquets, gala dinners, award ceremonies if required
• Suitability for virtual, hybrid or in-person events

Matching your event genre to the venue's expertise ensures smooth coordination and memorable experiences.

6.      What is Your Location and Parking Situation?

Accessibility plays a big role in attendee participation. Ask about:

• Address and proximity to airport, public transport links
• On-site, street or nearby parking availability and rates
• Walkability options from nearby hotels, attractions
• Shuttle services available during the event
• ADA accessibility of space and facilities

Knowing transportation arrangements upfront prevents logistical hassles for guests.

7.      What are Your Health and Safety Protocols?

These questions gain prominence post-pandemic. Ask the venue manager to share:

• Cleaning and sanitization frequency of high-touch surfaces
• HVAC specifications to certify indoor air quality
• Capacity limits as per current mandates
• PPE requirements - masks, gloves, sanitizers etc.
• Vaccination or testing mandates in place
• Contactless digital options for registration, payments etc.

Having clarity on health procedures allows addressing attendee safety concerns whole-heartedly.

8.      What is Your Setup and Strike Schedule?

Well-defined timelines aid efficient planning. Ask about:

• Move-in, setup start timings for decorators, vendors
• In-room personalized branding return timings
• Duration taken for basic room turnovers
• Strike, move-out wrap-up deadlines
• Additional charges for overtime or weekend requirements
• Storage spaces available for shipping deliveries

Stick to agreed schedules to avoid last-minute surprises or additional costs.

9.      What are Your Event Day Operations?

Venue staff coordination eases the day-of management. Ask the manager for:

• Dedicated contact available on-call for assistance
• Time slots for rehearsals, technical runs before the event
• Equipment delivery and pick-up timings
• Control rooms availability for staging coordination
• Complimentary wifi access and logins details
• Preferred vendor access to load-in, load-out areas
• Complimentary amenities - parking for speakers etc.

These insights help assess hands-on support available during live programs.

10.  May I Receive a Proposal and Tour the Facilities?

Seeing is believing. Request for:

• Personalized walkthrough highlighting all amenity areas
• High-resolution or 3D imagery of the spaces
• Proposed pricing keeping your guest count and requirements
• Payment schedules and invoicing process comprehensively
• Contracts vetted by your legal for clarity and compliances
• References and online reviews from past clients
• Future site inspection dates as per your convenience

Hands-on experience of the spaces aid the final decision alongside competitive quotes.

By this stage, you would have gathered a comprehensive overview of the venue through insightful discussions. A diligently prepared checklist thus ensures nothing is missed out in your due diligence. Focus on venues excelling across all crucial aspects to make the final selection stress-free. Well-planned corporate events delivered out of knowledgeable venues set the stage for highly successful outcomes.

About Omaha Sports and Games Event Space

Looking for an award-winning corporate event venue in Omaha, Nebraska? As a premier multi-use event space, Omaha Sports and Games Events offers a unique venue perfect for corporate meetings, conferences, product launches and more. Backed by experienced event coordinators, we ensure a seamless experience with innovative amenities and services. 

Bottom Line

I hope this blog post effectively provided a detailed checklist of essential questions to ask your potential event venue manager.  For more information, visit Omaha Sports and Games Events now.  Wishing you the very best in planning remarkable corporate gatherings!