8 Things to Consider When Choosing a Venue for Your Company Offsite

The Madrona Room at The Pioneer Collective - Belltown in Seattle, WA.

Boosting productivity and focus amongst your team may be easier than you think. And no, it’s not grabbing an espresso machine for the office. Choosing to have your company meeting off-site is a simple and affordable way to get the creative juices flowing and get some serious work done. 

In an online survey of more than 600 offsite meeting planners, almost two-thirds agreed that having your meeting offsite contributes to higher productivity. If you’re itching to get out of your office for your next corporate meeting or team training, we’ve put together a list of the top things to consider when choosing a venue.

Convenient, Accessible Location

When looking for a venue, choose a central location. Many companies prefer to stay close to their headquarters. Finding a place that is within close proximity can alleviate potential travel woes that team members may have when they hear about the location change. For companies with teams that are spread out, finding a location that is easily accessible for everyone is also beneficial. 

Pro-Tip: If the venue is local, take the time to check it out in person before your event. Understanding how to find your meeting room will help you communicate with your team and avoid people arriving late or getting lost. Consider things like parking, restrooms, signage and accessibility.

Size and Capacity

Choose a venue that will meet the needs of your group size. While that may sound like a no-brainer, not every site is created equal. Two may be the same size, but after considering layout, one may be superior based on the needs of the team. Seating with ample legroom, space to move around, or spread out on a tablespace for collaboration is a detail that you won’t want to overlook. Before arrival, be sure to let your venue host know before-hand if you have preferences on how your meeting space needs to be arranged. 

Nearby Catering Options

Before you confirm your meeting reservation, be sure to ask about what catering options are offered, either on-site or nearby. Having an array of options available for delivery close to your venue will make feeding your team a breeze. A host that can provide you a detailed list of trusted nearby options is also a sure-fire way to know you’ll be taken care of when it comes time for your event or meeting. 

Reliable AV Equipment 

There’s nothing worse than showing up to your meeting space to find out you don’t have all the audio/visual equipment you need. You’re missing an adapter, the sound isn’t working and you’re minutes away from your team arriving. 

When browsing for a venue, pick a spot that has everything you need from projectors and HD screens for presentations to Polycom phones for conference calls or video capabilities. Before your event, communicate your needs to the staff member assisting you with your booking.

For someone looking to plan a meeting offsite, what are the most important things to consider?

Helpful, Attentive Staff

To ensure a smooth day-of experience, take time to note the name and contact information of the staff/team members that will be present on the day of your reservation. Having someone available to troubleshoot or answer last-minute questions can alleviate the stress of an unforeseen situation. 

Coffee/Tea/Beverage Service 

Treat your team or woo your clients by opting to add coffee service to your reservation. This seemingly simple add-on can elevate the experience for all in attendance, not to mention, take one extra thing off your to-do list. Show up and relax with a fresh pot of locally-sourced coffee or hot tea ready and waiting for your team. 

Amenities

Reliable, High-speed internet? Check. Flip charts, whiteboards and dry erase markers? Check. Choose a location that offers a full-service experience by providing all the small things you may need to do your best work. Even if you only need the bare minimum, find out all the amenities offered, in the event, you have an unplanned, last-minute need. You never know when you might need to print extra materials or patch in a remote guest by call or video. 

Design & Aesthetics

In a 2019 Capital One Workplace Environment Survey, 3,500 full-time office workers were asked to share their feedback on what design elements are most important to them that contribute to their ability to get creative and be productive. 

Well, their thoughts are in, and what they found is employees care a great deal about how a space is designed and in particular, these are the elements they want to see more of:

An abundance of natural light, non-traditional work areas that can be easily reconfigured, space for rest and relaxation and natural elements like plants, water features or other organic material are important things to consider when building out your space. 

We hope you use this useful guide the next time you seek out a space for your next offsite, meeting or event.