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Choosing the Perfect Event Space for Your Company Meeting: Factors to Consider

Meetings & Parties

Organizing a company meeting requires a lot of planning and preparation. One of the most important decisions you will make during this process is choosing the right event space. With so many event spaces available, selecting the best one can be overwhelming. In this article, we will explore the top factors to consider when selecting an event space for your next company meeting.

1. Location and Accessibility 

As a general rule, the location of your company meeting should be easily accessible for all attendees. If attendees are coming from out of town, it's important to consider a space that is near an airport or hotels. 

Another factor to consider is the surrounding environment. Do you want your company meeting to be in close proximity to restaurants, shops, and other tourist attractions? If so, choose a space that is in a walkable downtown area. This will also provide attendees with options for entertainment before or after the event.

If you want the company meeting to feel more like a retreat, then try renting an event space outside the hustle and bustle of the city. For example, in Chattanooga, there is a venue called Grandview where you can host a company meeting atop Lookout Mountain with beautiful views of the valley below. Hosting your meeting in a low-key, scenic environment might help to eliminate the stress and distractions of everyday work life, which may be really beneficial to your attendees. 

2. Capacity and Layout 

If you know the number of people attending your company meeting, then you need to choose an event space with an appropriate capacity and layout. When a meeting space is too small for the number of attendees, it can become crowded and uncomfortable, making it difficult for participants to concentrate and engage effectively. With that said, if the space is too large, it can feel empty and create a sense of disconnection among attendees. A meeting venue with an appropriate capacity ensures that everyone has enough space to move around and interact comfortably.

The layout of your event space is also important to consider when renting a place for a company meeting. Take a look at your meeting itinerary — what will your attendees be doing and what does the event space need in order to accomplish these goals? For instance, if you’re planning on giving presentations, you need a space that has a projection screen and an easy-viewing area for all your attendees. 

3. Amenities and Services Provided 

No meeting place rental would be complete without the appropriate amenities and services. Before renting a space for your company meeting, it's important to verify all the necessary amenities and services required to organize a successful event. Among the essential amenities and services to look for are catering, audiovisual equipment, tables, chairs, linens, and lighting.

You should also consider if the event space rental provides additional services such as event planning, photography, or entertainment. These additional services can significantly reduce the stress of planning the event and ensure that everything runs smoothly.

4. Technical Capabilities and Equipment Availability 

Experiencing a lack of certain technical equipment or capabilities could dramatically impact the success of your company meeting. If you know your company presentations will require the technical equipment, you may need to rent a space that includes all the necessary components. Some of the essential equipment includes microphones, projectors, screens, and sound systems.

You should also consider the technical capabilities of the event space. Does it have high-speed internet access? Can it accommodate virtual events? These technical capabilities can significantly impact your company meeting, especially in today's digital age.

5. Cost and Budgeting 

Considering the cost of the event space is a vital aspect of organizing a company meeting. By doing so, the company can ensure that its resources are allocated effectively and that the objectives of the meeting are met without overspending on the rental space. A company can then determine how much to allocate to other aspects of the meeting, such as catering, audiovisual equipment, and additional services.

Companies should also consider if the event space offers any discounts or promotions. Additionally, ensure that the event space provides transparent pricing and that there are no hidden costs.

6. Reviews and Reputation 

Looking into the reputation and reviews of an event space before booking it for your company meeting may help to inform whether you’re choosing the right venue.  You want to make sure they've got a solid track record of hosting successful events. To get a good idea of their service quality and customer satisfaction, check up on Google or Facebook reviews from previous clients. It's also worth checking if they've won any awards or received any recognition for their services — this can give you a good idea of how good they are at hosting company meetings.

Popular Event Rentals for Company Meetings in Chattanooga

Chattanooga is a popular destination for hosting company meetings, and there are many event rentals available. If you’re looking for a large-capacity venue, the Chattanooga Convention Center has multiple exhibit halls, six ballrooms, and 21 meeting rooms. It also offers state-of-the-art audiovisual equipment and catering services. 

For a middle of the road option, Common House has a unique and stylish space that features a variety of meeting spaces, including conference rooms, a restaurant, bar, and coworking spaces that are designed to encourage creativity, collaboration, and productivity. 

If you’re wanting to escape the downtown area and experience the natural beauty of Chattanooga, then the bluff-side manor of Grandview is the perfect place to host your company meeting. Sitting atop Lookout Mountain, the venue boasts views of the valley below, while also offering multiple meeting rooms, a courtyard, patio area, and catering services. 

Rent Chattanooga Meeting Rooms at Grandview

Hosting a meeting at Grandview provides a unique and inspiring experience that is sure to impress your attendees. Located atop Lookout Mountain, the venue offers stunning panoramic views of the surrounding valley, creating a picturesque backdrop for any event.

In addition to the breathtaking views, Grandview provides a variety of meeting spaces, including multiple conference rooms, equipped with state-of-the-art technology for a productive and efficient meeting. The venue also offers a range of catering options, from light refreshments to full-service meals, to ensure that attendees are well-fed and energized throughout the event. 

With its combination of inspiring views, versatile meeting spaces, and excellent service, Grandview is the perfect choice for any business or organization looking to host a successful meeting or event. 

Looking for a place to stay on Lookout Mountain for your company meeting? Book a room at either the Chanticleer Inn or RiverView Inn, which are both just minutes away from Grandview.