Questions Every Corporate Meeting or Event Planner Should Ask Before Booking A Venue

Choosing an event venue for your company’s next meeting, retreat, or conference in the Lake Tahoe area can be tricky. Picking the event space is often one of the first steps in planning your corporate event since the venue dictates a lot of other aspects, such as catering, parking, audio/visual equipment, and decor. Whether they’re anxious and excited to move on to the next steps of planning their corporate event or they’re new to event planning, many event planners rush into signing a contract and booking a venue before they have all the facts. Don’t do that! Asking the right questions is key to finding the right venue. Before signing on the dotted line and making a downpayment, here are a few key questions you should be asking the venue.

1. What is the cancellation policy?

While you probably don’t anticipate having to cancel your company’s event, you never know what might come up. Weather and road conditions can be unpredictable here in Lake Tahoe. Mother Nature can throw a wrench in your plans, especially during the winter months and busy holiday season. Travel delays such as canceled flights or heavy traffic can also cause disruptions if your keynote speakers, vendors, or attendees from out of town can’t make it to the conference or fundraiser, which may require you to reschedule. It’s good to know ahead of time what the cancellation policy is in case an unexpected situation arises. You want to make sure it’s a policy that works for both you and the venue.

2. When am I allowed in the venue for set-up?

You want to be sure your timeline matches the timeline for the event venue. Ask upfront exactly when you’ll have access to the venue so you can set up and when you’re expected to be out of the space so you can plan accordingly. Also, don’t forget to ask if there are any added costs associated with that time. If the timelines don’t match up, you may need to negotiate for earlier access or work with another venue for your company’s meeting, retreat, or conference.

3. Is it possible that there will be another event at the venue on the same day? How is that handled?

If the venue has multiple conference rooms and meeting spaces, it is possible that another company or organization will be hosting an event on the same day or even at the same time. This can raise concerns when it comes to hotel rooms for guests, parking, staffing, noise, and more. Talk with the event coordinator about how they handle those situations and what measures are put in place to be sure your company event goes off without a hitch. Most corporate event spaces are used to juggling these scenarios and should be able to address your concerns.

4. Has the venue ever held an event like mine before? Do you have references?

Corporate events run the gamut from small holiday parties for employees to large multi-day business conferences and retreats. Not all venues are properly equipped for every type of event. Don’t hesitate to ask the venue’s event organizers if they’ve handled similar corporate events before and request references before signing on the dotted line. Once you get the references, reach out to them and see if they have any feedback.

5. What are the tech capabilities?

The space may be able to accommodate the expected number of guests, but can it accommodate you in other aspects? Tech has become incredibly important for meetings, conferences, and other corporate events. WiFi is a must, along with microphones, projectors, speakers, and whatever else you may need. Here at Lake Tahoe Resort Hotel, we work with PSAV® Presentation Services to make sure all our meeting guests have the audio-visual equipment they need. Chat with the event venue about technical capabilities and costs to be sure there are no surprises.

6. What is the event venue doing to reduce its environmental impact and keep Tahoe looking great?

Sustainability has been a hot button issue in recent years, especially when looking at the corporate level where there’s a lot of unnecessary waste. However, it’s not just a buzzword. We all should be doing our part to make this world a better place and protecting it for the future. If your company values sustainability and the beauty of the surrounding Tahoe area, you should be asking any corporate partner or event vendors about their green initiatives and values.

Book your meeting at Lake Tahoe Resort Hotel

If you’re looking for a great space for your company’s next holiday party, conference, or meeting in South Lake Tahoe, look no further. We’ve got a variety of features and amenities that corporate event planners love, including:

  • Easy access from Reno/Tahoe International Airport for out-of-town guests.
  • Suite-style rooms that are ideal for executive travel.
  • Nearly 10,000 square feet of flexible meeting space to meet your corporate event needs.
  • Delicious on-site resort catering options to fit your budget and dietary needs.
  • A convenient location near some of the best recreational and team-building opportunities in Tahoe, including Heavenly Mountain Resort.
  • And so much more!

If you’ve got an event coming up, check out our top 10 reasons to meet at Lake Tahoe Resort Hotel and give us a call. We’d be happy to answer all of the above questions and more.

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