Trying to find the perfect venue for a corporate event in Uganda can be extremely difficult. It’s not that there aren’t enough decent venues, the problems arise when you select a venue then find that it is an inconvenience to a certain factor that you forgot to consider.
When this happens at extremely important business events, the embarrassment usually falls on the event host NOT the venue.
Though guests may not necessarily be overly lamenting about the cold food or lack of fresh air at the event location, they take mental notes subconsciously about it. These mental notes are then tallied towards your brand image.
Is that the kind of image you want to represent your business or personal brand?
I know you’re thinking that’s unfair! But it’s human nature. In the corporate world especially, impressions are a priority.
So when planning corporate events, you must absolutely ensure that the location is not only suitable for your event, but also accommodating of the most important factors of any professional event.
Keep reading to find out the 6 most important things to consider when selecting an event.
The Most Important Factors
Of course, I couldn’t fit every single factor onto an article that I’m trying to keep short enough to stop you clicking off.
That’s why I’ve chosen my top 6.
Here are the 6 factors I believe are most valuable to consider when scouting for the perfect location to host a corporate event in Uganda.
1. Venue Size
Considerably the most important factor, and probably the one with the most influence-Venue Size.
See no one wants to book an entire conference room for a business event to only have 6 people attend and feel abandoned due to the huge and empty space.
In the same way, no one wants to have guests forced to stand at their book launch. Sure, it shows that you have mass interest in your book, but if the majority of guests was expecting a plush cushioned seat waiting for them, the first mental signal produced about your brand is “Poor Planning”. Not good.
So when picking a location for your event, start by checking your expected guest size and aim to find a venue that has enough room for a figure just above your expected audience turnup. A good number to stick with is 15% more than your expected guests. If 100 people are said to be turning up, plan for 115 seats.
It’s always better to over deliver than to under deliver.
2. Parking
We’ve all been in that situation where we turn up to an event, probably late for most of us, and find that all the parking spots are taken.
Being forced to park your shiny new land cruiser on the roadside can build paranoia. You’ll constantly be stressing that your property is safe, especially in Kampala where petty theft is common.
This can diminish your guests’ focus, enjoyment, and experience at the event. Moreover, it hurts your brand image.
The solution is simple. When planning for a corporate event location, ensure that there is ample secure parking space for all your guests so that they feel catered for and at ease as they walk through the doors to your event.
3. Ease of Access
No one wants to drive 2 hours to get to your event. That’s the truth. Unless you offer each and every guest a free 5 star hotel room upon arrival and VIP access to the event, there’s always going to be people who turn up a bit low because of the drive.
Here in Uganda, Kampala to be more specific, traffic and long drives can turn you from an excited and energy filled person into a stressed and annoyed event attendee.
You want the majority of your guests to turn up energized and enthusiastic to your book launch, product launch, conference, workshop, or meeting. To check this off your list, make sure you pick a spot that is ideal for the majority of your attendees.
Do your guests and your brand a favor and don’t let 80% of your guests drive more than 25 km to your event.
4. Catering
Now I know I mentioned this earlier, but I have to get back to it. It’s absolutely important. Cold Food.
When selecting an event location, you need to consider your catering for the guests. Whether it’s just a cup of tea, or it’s a 7 course meal. You need to have the catering absolutely nailed.
Some venues come hand in hand with great catering services, others don’t. So if you are bringing in your own catering team, make sure the event venue is hospitable to them. If they need power sources to warm food, make sure it’s there. If they need an out of sight location to set it all up, make sure they can do that as well.
When you cater excellently for your guests at an event, you make them feel important. Naturally as humans, they reciprocate this feeling of importance to you and value your brand as important as well.
5. Privacy and Security
If you’ve ever been to a traditional wedding in Uganda, you might relate to this story.
I was just standing in line to pick out my soda at a wedding when I started a bit of small talk with the young man in front of me.
“You’re with the in-laws?” I asked, I’d never met him before.
“No, I live just up the road, behind the club”
“Oh! So you must be friends with the groom or bride?”
“No, I just heard the music and came over”, he replied laughing.
I laughed along with him, but after the event it dawned on me just how little privacy was at the wedding. Everyone from everywhere just dropped in to dance and eat. If a phone went missing, it would be impossible to trace the culprit. Not ideal.
When planning formal events, though some may not be exclusive, you must still prioritize picking locations where privacy and security are guarantees for both you and your guests.
It’s why most corporate events are held in private Hotels and Buildings. It makes everything so much simpler, professional, and seamless.
6. Cost
Finally, it’s time to address the Elephant in the room. How many of your hard earned shillings should a venue take?
There’s no definite range to this kind of question. Afterall, if the venue aligns with your budget, and meets the most important factors, why hold back?
The only advice I would give is don’t pick a location until you’ve addressed all the other most important aspects as an event planner. Check them all out here on our Ultimate guide to Corporate Event Planning.
Just keep in mind that the event venue is like your gift box when planning a surprise for someone. You can’t buy a gift box before you know what you’re putting inside.
So start by clearly understanding what you’re putting inside your box, before you go shopping for one.
Sometimes you may have to push yourself monetarily for a venue after sorting out all the other bits and bobs. But as long as the venue accommodates all your demands, it is definitely 100% worth it.
Top Tips Recap: Finding Your Ideal Event Venue
So there’s the top 6 most important things to consider when looking for an event venue in Uganda. Check the venue size, Parking availability, Ease of access, Catering opportunities, Privacy, and lastly the Cost.
Goodluck searching!
For some of you, you’d rather have the 1-on-1 help when preparing for an event. Don’t worry, Tellit Events Uganda has you sorted. We’ll walk you through the tiresome process of planning, preparing, and managing whatever professional event you have upcoming.
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