Let’s face it — your venue can make or break your corporate event.
The space you choose sets the tone, shapes the experience, and often determines how memorable your event is.
In this article, GoGather’s CEO and Partner Brian Kellerman sits down with Mateo Caño, co-founder of SpacePal, to share practical, no-fluff tips on finding the right venue — one that aligns with your goals, fits your budget, and actually works for your attendees.
What we’ll cover in this article:
- Why finding the perfect venue isn’t just about budget
- How to streamline the venue sourcing process
- Creative alternatives to traditional event venues
- Key factors to consider when choosing the right venue
- Venue sourcing mistakes to avoid
- Tips for negotiating better deals with venues
Let’s dive in.
Why the perfect venue isn’t only about budget.
“Your venue isn’t simply a place to host your corporate event—it’s an experience for your attendees. The right venue sets the tone, brings the brand to life, and helps your event goals come to fruition,” says Brian Kellerman, CEO of GoGather.
While budget is important, it should not be the sole determinant.
Your venue should both meet your budget and align with your event’s overall goals.
"The venue must align with the event’s objectives," says Mateo, Co-founder and CEO of SpacePal. "You must create an experience that resonates with your attendees." Focusing too much on cost can prevent planners from exploring other venue options that might better suit the overall vision for the event.
Tip: Instead of focusing solely on cost, prioritize the experience you want to create for your attendees. A venue that fits within your budget and offers unique features can make your event more memorable and effective.
Related: How the right venue sets the tone for your corporate event.
Streamlining your venue sourcing process.
The process of sourcing a venue can be time-consuming and filled with unnecessary back-and-forth communication.
To streamline this process, use platforms that let you compare a wide range of venue types (from traditional ballrooms to creative, non-traditional spaces) with transparent pricing and availability.
Prioritize tools that cut out the back-and-forth by giving you key details up front, so you’re not stuck chasing down information through endless calls and emails.
Related: Here are 7 venue finding agencies that make planning easier.
Creative alternatives to traditional event venues.
One of the biggest trends in corporate event planning is moving away from traditional venues, like hotels and conference centers, in favor of more creative alternatives.
Spaces like art galleries, boutique offices, private mansions, or outdoor venues offer unique settings that can be customized to fit your event's theme.
"You can go to traditional hotel rooms that you have all the basics, or you can go to Airbnb to find inspiration and see, wow, I can stay in this place and I can live the experience from a different point of view," explains Mateo. By thinking beyond traditional venues, you can create a more immersive and engaging experience for your attendees.
Tip: Consider venues that align with your event’s objectives and brand. Non-traditional venues can help reinforce the message of your event and make it more engaging for attendees.
Related: Check out these top 12 venue finding services to elevate your next corporate event.
Key factors to consider when choosing a venue.
There are several factors to consider when evaluating a venue, beyond budget. These include:
- Location: Is the venue easily accessible for all attendees? Consider transportation, parking, and accommodations nearby.
- Size and layout: Does the venue fit the number of guests and activities planned? Make sure there is enough space for networking, breakouts, and other key moments.
- Technical capabilities: Does the venue offer the AV and technical equipment you need? Ensure the venue has the right tech to support your event’s production requirements.
Tip: Always ask about the venue’s technical capabilities and confirm that they can meet your specific needs.
Related: You need this corporate event planning site visit checklist for 2025.
Venue sourcing mistakes to avoid.
Venue sourcing can be tricky, and there are several common mistakes that event planners should be aware of. Here are a few:
- Choosing based on location alone: While location is important, it shouldn’t be the only factor you consider. Think about how the space will work for your event’s flow, goals, and overall atmosphere.
- Neglecting hidden costs: Always ask for a full breakdown of costs, including hidden fees like cleaning charges, overtime, or vendor restrictions.
- Don’t simply trust the venue’s online description: Make sure you visit the space and confirm the details that matter most for your event.
Related: Keep an eye out for these 12 red flags when you're evaluating event management companies.
Negotiation tips for securing the best venue deals.
Negotiating the best deal for your venue is an important skill for every event planner. Some tips to help you negotiate effectively include:
- Be clear about your needs: Understand your event’s requirements, including the technical aspects, layout, and additional services you need.
- Leverage long-term relationships: If you have an ongoing relationship with a venue, use that to your advantage when negotiating rates or services.
- Consider the full package: Look at the entire event package, including catering, AV, and decor, to see if there’s room for negotiation.
Tip: Don’t be afraid to ask for discounts or additional services—venues may be willing to negotiate to secure your business.
Related: Why your next corporate event shouldn’t be in a conference room (here’s what to do instead).
Conclusion: Making venue sourcing work for you.
Venue sourcing doesn’t need to be overwhelming. By expanding your search, using the right tools, and focusing on the bigger picture, you can find a venue that fits your budget and enhances your event’s goals.
With these expert tips, you’ll be well-equipped to select the best venue for your next corporate event. Happy sourcing!
Ready to plan your next event?
With years of expertise in venue sourcing, conference logistics, and event management, GoGather has been creating unforgettable experiences for top-tier brands. Let’s work together to plan your next standout event.
