Choosing the Right Venue

Published on September 12, 2023


Factors to Consider When Planning Corporate Retreats in New England

When organizing the perfect corporate event, venue selection is one of your most important decisions, which can be both an exciting and daunting task, especially if it’s your first time doing it. After all, your venue sets the tone for the entire affair.

With so many options to choose from in New England, it can be difficult to decide where to hold your event. Here are some of the most important factors you should consider when selecting a venue for your corporate retreat.

Location, Location, Location

Yes, location matters when it comes to real estate and where you choose to host your corporate retreat. The ideal venue will be close enough for your employees to reach without too much hassle and expense – but far enough away so they can enjoy a bit of respite from the everyday hustle.

If your colleagues call New England home, pick a spot that doesn’t keep them on the road for too long. You don't want to begin with road-weary delegates. Always factor in the availability of parking spaces and public transport links.

For the jet-setters, keep an eye on proximity to airports and train stations.

Hot Tip: The Equinox is easy to access from all major cities in New England. Get directions here >>

Comfortable Capacity

The capacity of the venue is another essential factor to consider. Get the size right, and you're halfway there.

You should choose a venue that comfortably accommodates the attendees you expect. If the venue is too small, it will feel cramped; if it is too large, it will feel empty.

When choosing a venue, it is essential to have a rough estimate of how many attendees you expect at the event. Knowing your guest list's size and the nature of the event will help you strike a balance. For example, team-building activities need more elbow room than a conference.

Here at The Equinox, we boast 18,500 square feet of indoor/outdoor meeting space.

“Bells & Whistles” Make It Special

The amenities and services offered by the venue are also essential for a well-planned retreat.

If Internet access is important for your event, make sure you inquire about the connection speed and availability. If it’s culinary delights you are looking for, check to see if the venue has its own kitchen or catering services.

At The Equinox, we provide a full-service restaurant and bar with creative menus that can be customized for every occasion. We also have a world-class spa and fitness center to make sure your attendees are pampered, and their bodies rejuvenated after a day of corporate meetings.

Team Building Activities

For corporate retreats, team-building activities are a must. Choosing a venue with plenty of outdoor activities is ideal for creating memorable experiences.

At The Equinox, we offer resort amenities like golf, spa, tennis and an indoor pool, as well as other recreational activities such as outdoor yard games and kayaking. Hiking trails in the surrounding area also make for a great team-building exercise.

Budget Mindfulness

You should have a rough estimate of how much you are willing to spend on the venue.

Keep in mind that the cost of the venue includes more than just the rental fee. There may be additional charges for amenities and services. Before signing a contract, ensure you understand all the costs associated with the venue.

Services & Solutions

No matter how perfect the venue may seem, always inquire about services and solutions; the venue should have trained staff who can help you plan the event. Ask about all the support services they offer, such as tech support, audiovisual equipment rentals, and even medical staff if necessary.

The Equinox offers a dedicated team of professionals to assist with every stage of your corporate retreat planning process. We take care of meeting and event set up, food and beverage services, audio/visual equipment rentals, technology support and much more.

Flexibility Matters

Lastly, you should consider the flexibility of the venue. Things can often change last minute, and it is essential to choose a venue that can adapt to those changes. Consider if the venue has flexible cancellation policies and if they are willing to accommodate changes to the event schedule.

Choosing the right venue for your corporate retreat is essential to the event's success.

Before choosing a venue, consider the location, venue capacity, amenities and services, budget, and flexibility. Doing so will ensure that you choose a venue that meets all your needs and makes your event successful.

Remember, the key is planning, researching, and choosing the venue that aligns with your goals and budget.

Reach out to see how The Equinox can elevate your next meeting!

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