Planning a company event involves plenty of work: budgeting, catering, scheduling, entertainment, and, more importantly, venue selection. Hosting a company event or an offsite at the appropriate venue could make or break your gathering. The venue sets the tone on your event, whether it’s a conference, training session, or team-building retreat. Picking the venue is step one since the space will impact planning across the board and set the stage for the event.
Are you trying to find corporate meeting venues for rent? Have you ever considered booking hotel room blocks yet? Joy is here to make event planning easier. Whether your next event is big or small, we’re on a mission to supply seamless solutions every step of the best way.
3 Suggestions for Picking the Perfect Event Venue
From corporate event venues, meeting room rentals, and retreat venues to conference centers, there are many spaces where you’ll be able to host your next successful corporate event. Use the information below to aid you pinpoint a venue that works together with your goals and budget.
1. Understand Your Event Goals
Are you searching for a location for skilled meetings, conferences, training events, seminars, or something else? Define the goals on your upcoming event. For instance, in case your goal is networking, you’ll wish to search for a venue with an open concept that may accommodate a big group.
2. Consider Your Budget
After all, your allotted event budget limits the venue. For those who’re working with a good budget, try trying to find inexpensive meeting spaces or conference centers. Do your research to avoid overspending and stay inside budget. One other money-saving tip is securing hotel room blocks for discounted rates. Read on to find out how we are able to aid you save as much as 30% in your next hotel booking.
3. Establish a Timeline
Do you’ve gotten a date yet on your next event? It’s at all times best to schedule large events prematurely so that you’ll have enough time to send out invites and finish all logistics. Most corporate event spaces allow you to book far out, even greater than a yr from an event. Some venues can have shorter booking windows. One other thing to think about is whether or not or not you’re booking a venue in the course of the on or off-season. A number of corporate events that happen in the course of the winter are held in warmer states, like California and Las Vegas.
10 Features to Search for in Corporate Event Venues
Before contacting venues, create a checklist of necessary features you wish the space to have. Listed here are a number of things to think about when evaluating your options for corporate event venues.
- Capability and Space Layout
- Technology and AV Equipment
- Accessibility
- Breakout Rooms
- Food and Drinks
- On-site Accommodations
- Ambiance and Décor
- Event Staff and Support
- Parking and Transportation
- Flexibility and Customization
Booking Hotel Room Blocks for Corporate Events
Now that you just’ve chosen a venue for an upcoming work event, you would like rooms. How will you secure an excellent deal at a hotel your attendees will enjoy? Planning for corporate events will be stressful. Joy may also help. With us, you’ll be able to access exclusive hotel room block rates as much as 30% off.
Here’s all the things you’ll want to learn about booking hotel group rates for corporate events.
You Can Save $ if You Book a Hotel Room Block:
A hotel room block will likely be a reservation of 9+ hotel rooms. Use Joy to aid you find group rate deals offered by hotels. With us, chances are you’ll have the option to book room rates as much as 30% off. It’s form of like buying groceries. Buying in bulk normally means saving money!
Use Joy to Get Higher Discounts and Rates:
You don’t need to call dozens of hotels to barter room block deals on your team. Irrespective of how small or large your event is, we’ll find the perfect hotel rooms and group rates. All you’ve gotten to do is tell us your ideal budget, location, the variety of rooms needed, and the event dates. We’ll present the right set of options across multiple price points.
Book Hotel Rooms in Advance if Possible:
Identical to we advise booking a company event venue as far out as possible, the identical goes for hotel rooms. You never know if other corporations in the world are also hosting an event, driving up hotel prices around your date. We propose reserving room blocks 3-8 months prematurely.
Don’t Be Shy About Asking the Hotel for More Accommodations:
You’re booking many rooms, so in case you need something, ask the hotel. Corporate events normally have unique requirements, like additional meeting spaces, early check-ins, or special arrangements on your guests. Hotels may offer special perks and customised services for giant bookings.
Joy Offers a Personal Travel Concierge for Your Guests:
Everyone attending the event and staying at your chosen hotel shall be given the contact information of a dedicated concierge team member. This team member is a central point that may also help answer questions leading as much as the event, like whether or not your hotel offers early check-ins.
Planning Seamless Corporate Travel for Major Events
At Joy, we focus on providing concierge travel services that make corporate events stress-free and enjoyable. Whether it’s for conferences, retreats, team-building events, or conventions, coordinating travel, accommodation, and transportation on your team will be difficult. Our services include booking hotels, arranging shuttles, and securing automobile rentals to make sure all the things runs easily. Below, we’ve outlined some key elements to think about when planning corporate travel, together with a curated list of major upcoming events which will impact your travel plans.
Why Joy Concierge Travel Services?
Managing corporate travel involves greater than just booking flights and hotels. Our concierge services make sure that every aspect of your travel is tailored to your team’s specific needs. We work directly with event organizers and venues to make sure seamless transitions between hotels, meeting spaces, and transportation. Whether it’s a company retreat, a conference, or a team-building event, our team is devoted to providing:
- Comprehensive Booking Services: We secure all the things from luxury hotels to convenient automobile rentals, ensuring your team has quick access to event venues and meetings.
- Event-Specific Travel Coordination: For major events, we arrange transportation that minimizes delays and avoids traffic, ensuring your team stays on schedule.
- Personalized Itineraries: We deal with every logistical detail, creating personalized travel itineraries that optimize each work and leisure time.
The Importance of Planning Around Major Events
When booking travel for corporate events, it’s essential to pay attention to other large-scale events that is perhaps happening in the identical city. These events can affect all the things from hotel availability to transportation options. By factoring in these events ahead of time, you’ll be able to avoid complications like fully booked hotels, surging prices, and traffic delays.
Major USA Events to Consider for Corporate Event Planning (2024–2025)
When planning your corporate event, it’s crucial to think about how major industry events happening across the USA can influence venue availability, hotel bookings, and native logistics. Below is a curated list of notable events in key industries that may affect your planning, together with really useful venues and hotels to make your event successful.
IMEX America 2024
- Location: Las Vegas, NV
- Dates: October 8-10, 2024
- Expected Attendees: 12,000+
- Industry: Meetings & Events
- Really helpful Hotels: The Venetian Resort, Caesars Palace
IMEX America is considered one of the most important events within the meetings and events industry. For those who’re planning a company event in Las Vegas during this time, be prepared for increased demand on hotel accommodations and venues. Joy can aid you navigate this by securing early bookings at top hotels like The Venetian Resort and Caesars Palace, ensuring your attendees enjoy premium accommodations.
Event Planner Expo 2024
- Location: Recent York City, NY
- Dates: October 15-17, 2024
- Expected Attendees: 2,000+
- Industry: Events & Marketing
- Really helpful Hotels: The Plaza Hotel, Marriott Marquis
For corporate events in Recent York City in mid-October, be mindful of the Event Planner Expo. This gathering of event industry professionals can affect the supply of premier venues and hotels. Secure your reservations at iconic locations like The Plaza Hotel or the Marriott Marquis with Joy’s expert assistance.
Council of Supply Chain Management Professionals (CSCMP) EDGE 2024
- Location: Nashville, TN
- Dates: September 29 – October 2, 2024
- Expected Attendees: 500-1,000
- Industry: Supply Chain Management
- Really helpful Hotels: Gaylord Opryland Resort, JW Marriott Nashville
Supply chain professionals converge in Nashville for this annual event, making it a busy time for corporate planners. To avoid complications with accommodation availability, Joy recommends booking well prematurely at renowned hotels just like the Gaylord Opryland Resort and JW Marriott.
Wedding Merchants Business Academy 2024
- Location: Las Vegas, NV
- Dates: November 12-14, 2024
- Expected Attendees: 700-900
- Industry: Wedding Industry
- Really helpful Hotels: MGM Grand, Bellagio Hotel
As professionals in the marriage industry gather in Las Vegas for this event, hotel availability shall be limited, particularly at top-tier locations like MGM Grand and Bellagio. For corporate attendees, Joy suggests making hotel arrangements well prematurely to avoid overbooking during these dates.
Expo! Expo! by IAEE 2024
- Location: Los Angeles, CA
- Dates: December 17-19, 2024
- Expected Attendees: 3,000+
- Industry: Exhibitions & Events
- Really helpful Hotels: JW Marriott Los Angeles, The Ritz-Carlton Los Angeles
Los Angeles becomes a hub for exhibitions and event professionals during Expo! Expo! The influx of attendees can create challenges for corporate travel planning. Reserving rooms early at luxury hotels equivalent to the JW Marriott and The Ritz-Carlton will help ensure your team has the perfect accommodations.
CES 2025
- Location: Las Vegas, NV
- Dates: January 7-10, 2025
- Expected Attendees: 175,000+
- Industry: Consumer Electronics & Technology
- Really helpful Hotels: Aria Resort & Casino, Bellagio Hotel
CES is the most important technology show on this planet, drawing in massive crowds to Las Vegas. Hotels like Aria Resort & Casino and Bellagio shall be prime locations, and company planners should make reservations months ahead to secure accommodations during this high-demand period.
Get Began Planning Your Corporate Event
Allow us to do the work. Our concierge team can aid you find accommodations that fit every need and help your guests book. We allow you to reserve a block of rooms without putting down an organization bank card. Joy works to get you discounted rates on hotel rooms, and we’ll tackle the danger, meaning there shall be no cancellation fees in case your hotel room blocks aren’t fully booked.
