Planning a corporate event involves a lot of work: budgeting, catering, scheduling, entertainment, and, more importantly, venue selection. Hosting a corporate event or an offsite at the right venue can make or break your gathering. The venue sets the tone for your event, whether it’s a conference, training session, or team-building retreat. Picking the venue is the first step because the space will impact planning across the board and set the stage for the event.
Are you searching for corporate meeting venues for rent? Have you 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 provide seamless solutions every step of the way.
3 Tips for Picking the Perfect Event Venue
From corporate event venues, meeting room rentals, and retreat venues to conference centers, there are plenty of spaces where you can host your next successful corporate event. Use the tips below to help you pinpoint a venue that works with your goals and budget.
1. Understand Your Event Goals
Are you looking for a location for professional meetings, conferences, training events, seminars, or something else? Define the goals for your upcoming event. For example, if your goal is networking, you’ll want to look for a venue with an open concept that can accommodate a large group.
2. Consider Your Budget
Of course, your allotted event budget limits the venue. If you’re working with a tight budget, try searching for affordable meeting spaces or conference centers. Do your research to avoid overspending and stay within budget. Another money-saving tip is securing hotel room blocks for discounted rates. Read on to learn how we can help you save up to 30% on your next hotel booking.
3. Establish a Timeline
Do you have a date yet for your next event? It’s always best to schedule large events in advance so you’ll have enough time to send out invites and finish all logistics. Most corporate event spaces let you book far out, even more than a year from an event. Some venues may have shorter booking windows. Another thing to consider is whether or not you’re booking a venue during the on or off-season. A lot of corporate events that take place during the winter are held in warmer states, like California and Las Vegas.
10 Features to Look for in Corporate Event Venues
Before contacting venues, create a checklist of important features you want the space to have. Here are a few things to consider when evaluating your options for corporate event venues.
- Capacity 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’ve selected a venue for an upcoming work event, you need rooms. How can you secure a great deal at a hotel your attendees will enjoy? Planning for corporate events can be stressful. Joy can help. With us, you can access exclusive hotel room block rates up to 30% off.
Here’s everything you need to know about booking hotel group rates for corporate events.
You Can Save $ if You Book a Hotel Room Block:
A hotel room block is usually a reservation of 9+ hotel rooms. Use Joy to help you find group rate deals offered by hotels. With us, you may be able to book room rates up to 30% off. It’s kind of like buying groceries. Buying in bulk usually means saving money!
Use Joy to Get Better Discounts and Rates:
You don’t have to call dozens of hotels to negotiate room block deals for your team. No matter how small or large your event is, we’ll find the best hotel rooms and group rates. All you have to do is let us know your ideal budget, location, the number of rooms needed, and the event dates. We’ll present the perfect set of options across multiple price points.
Book Hotel Rooms in Advance if Possible:
Just like we suggest booking a corporate event venue as far out as possible, the same goes for hotel rooms. You never know if other companies in the area are also hosting an event, driving up hotel prices around your date. We suggest reserving room blocks 3-8 months in advance.
Don’t Be Shy About Asking the Hotel for More Accommodations:
You’re booking many rooms, so if you need something, ask the hotel. Corporate events usually have unique requirements, like additional meeting spaces, early check-ins, or special arrangements for your guests. Hotels may offer special perks and customized services for large bookings.
Joy Offers a Personal Travel Concierge for Your Guests:
Everyone attending the event and staying at your selected hotel will be given the contact information of a dedicated concierge team member. This team member is a central point that can help answer questions leading up to the event, like whether or not your hotel offers early check-ins.
Planning Seamless Corporate Travel for Major Events
At Joy, we specialize in 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 for your team can be challenging. Our services include booking hotels, arranging shuttles, and securing car rentals to ensure everything runs smoothly. Below, we’ve outlined some key aspects to consider when planning corporate travel, along with a curated list of major upcoming events that may impact your travel plans.
Why Joy Concierge Travel Services?
Managing corporate travel involves more than just booking flights and hotels. Our concierge services ensure that every aspect of your travel is tailored to your team’s specific needs. We work directly with event organizers and venues to ensure seamless transitions between hotels, meeting spaces, and transportation. Whether it’s a corporate retreat, a conference, or a team-building event, our team is dedicated to providing:
- Comprehensive Booking Services: We secure everything from luxury hotels to convenient car rentals, ensuring your team has easy 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 take care of every logistical detail, creating personalized travel itineraries that optimize both work and leisure time.
The Importance of Planning Around Major Events
When booking travel for corporate events, it’s essential to be aware of other large-scale events that might be happening in the same city. These events can affect everything from hotel availability to transportation options. By factoring in these events ahead of time, you can 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 consider how major industry events happening across the USA can influence venue availability, hotel bookings, and local logistics. Below is a curated list of notable events in key industries that might affect your planning, along with recommended venues and hotels to make your event a success.
IMEX America 2024
- Location: Las Vegas, NV
- Dates: October 8-10, 2024
- Expected Attendees: 12,000+
- Industry: Meetings & Events
- Recommended Hotels: The Venetian Resort, Caesars Palace
IMEX America is one of the largest events in the meetings and events industry. If you’re planning a corporate event in Las Vegas during this time, be prepared for increased demand on hotel accommodations and venues. Joy can help 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: New York City, NY
- Dates: October 15-17, 2024
- Expected Attendees: 2,000+
- Industry: Events & Marketing
- Recommended Hotels: The Plaza Hotel, Marriott Marquis
For corporate events in New York City in mid-October, be mindful of the Event Planner Expo. This gathering of event industry professionals can affect the availability 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
- Recommended 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 in advance at renowned hotels 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
- Recommended Hotels: MGM Grand, Bellagio Hotel
As professionals in the wedding industry gather in Las Vegas for this event, hotel availability will be limited, particularly at top-tier locations like MGM Grand and Bellagio. For corporate attendees, Joy suggests making hotel arrangements well in advance 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
- Recommended 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 such as the JW Marriott and The Ritz-Carlton will help ensure your team has the best accommodations.
CES 2025
- Location: Las Vegas, NV
- Dates: January 7-10, 2025
- Expected Attendees: 175,000+
- Industry: Consumer Electronics & Technology
- Recommended Hotels: Aria Resort & Casino, Bellagio Hotel
CES is the largest technology show in the world, drawing in massive crowds to Las Vegas. Hotels like Aria Resort & Casino and Bellagio will be prime locations, and corporate planners should make reservations months ahead to secure accommodations during this high-demand period.
Get Started Planning Your Corporate Event
Let us do the work. Our concierge team can help you find accommodations that fit every need and help your guests book. We let you reserve a block of rooms without putting down a company credit card. Joy works to get you discounted rates on hotel rooms, and we’ll take on the risk, meaning there will be no cancellation fees if your hotel room blocks aren’t fully booked.
