Top 10 factors to consider when selecting a meeting location?

A corporate function, training session, or leadership conference is a worthy investment for any organization. The success of these events typically depends on that one key choice: The location.

Choosing the correct location is more than just finding a space; it’s about selecting an environment that supports your goals, enhances productivity, and reflects your brand.

At Vivari Hotel, we understand that finding the perfect backdrop for your business is essential.

To help streamline your corporate event planning tips, we’ve compiled a comprehensive venue requirements checklist covering the top factors to consider in venue selection.

1. Location and accessibility

The location should be convenient for all attendees. This is arguably the most critical factor.

Proximity to travel hubs: Is the venue accessible from major airports, train stations, or highways?
Local transportation: If attendees travel locally, is adequate parking available, or are public transport options readily available?
Surrounding area: Does the area offer necessary amenities like reliable banking, pharmacies, or local dining options for downtime?

Vivari advantage: Located conveniently yet offering a retreat-like atmosphere, Vivari Hotel provides easy access while removing guests from the daily urban hustle.

The Maropeng visitor centre offers a fascinating interactive journey through human evolution—ideal for families, students, and history buffs.

2. Capacity and setup flexibility

The size and versatility of the meeting space must match your event’s agenda.

Size match: Is the room large enough to comfortably accommodate your headcount without feeling overcrowded?
Layout needs: Can the area be easily set up for your desired configuration (e.g., presentation in theatre style, discussion in U-shape, or training in classroom style)?
Breakout rooms: Do you require additional, smaller rooms for concurrent sessions, workshops, or private calls?

Vivari advantage: Vivari Hotel provides flexible spaces, ranging from cozy boardrooms to flexible conference halls, so that the space and configuration perfectly match your event’s individual age

3. Technology infrastructure and Wi-Fi

In the modern corporate world, technology is non-negotiable. Poor Wi-Fi can derail an entire meeting.

Bandwidth: Does the venue offer robust, high-speed, complimentary Wi-Fi that supports simultaneous connections for all attendees (plus their multiple devices)?

A/V equipment: Does the facility provide high-quality, up-to-date projectors, screens, sound systems, and microphones?

On-site support: Is a dedicated technical staff available to troubleshoot A/V issues immediately during your business meeting at a hotel?

Vivari advantage: Vivari Hotel provides cutting-edge A/V systems and dedicated, high-speed, complimentary Wi-Fi, supported by immediate on-site technical assistance, ensuring seamless presentations and connectivity.

4. Accommodation and amenities (For multi-day events)

For meetings lasting more than one day, the comfort of your attendees is paramount.

Room quality: Are the guest rooms high standard, offering comfortable, quiet, and reliable lodging?
Hotel amenities: Does the hotel offer key amenities like a business center, fitness facilities, and quality on-site dining options?

Vivari advantage: Attendees at Vivari Hotel enjoy high-standard, quiet guest rooms and a range of luxury amenities, including a business center and on-site wellness facilities, fostering comfort and focus over multi-day events.

5. Food and beverage (F&B) services

F&B is important for sustaining energy levels and establishing a positive mood throughout the day.

Customization: Can the corporate meeting venues customize menus to meet dietary restrictions (vegan, gluten-free, halal, allergies) and cultural preferences?
Flow: Is the catering service well organized to be efficient, providing speedy coffee breaks and a punctual lunch service that does not disrupt meeting time?
Quality: Is the food of high quality and presentation, aligning with the standards of a professional business meeting venues?

Vivari advantage: Vivari Hotel’s F&B team excels at customizing high-quality menus for any dietary need or preference. These menus are structured for efficient service flow, keeping your meeting on track without interruption.

6. Lighting and ambiance

The environment directly influences attendees’ mood and focus.

Natural light: Venues with abundant natural light increase alertness and productivity.

Temperature control: Can the room temperature be easily adjusted to suit attendee preference?

Aesthetics: Does the decor and style of the room fit your company’s brand and the professionalism of the event? (A hotel with a polished, luxury feel, like Vivari, instantly elevates the perception of your event.)

Vivari advantage: Vivari Hotel’s executive spaces maximize natural light and feature sophisticated, adjustable temperature controls, providing a polished, luxury aesthetic that instantly elevates the professionalism of your event.

7. Service excellence and support team

Excellent service removes logistical stress from the event organizer.

Dedicated planner: Will the hotel provide a single, dedicated meeting planner who is your point of contact from booking through event execution?
Responsiveness: How quickly does the hotel staff respond to requests during the planning phase and on the event day?

Vivari advantage: Vivari Hotel assigns a single, dedicated meeting planner to manage every detail, ensuring seamless coordination and highly responsive support from initial booking through event execution.

8. Safety, security, and privacy

Security and confidentiality are essential for high-level corporate meeting venues.

Privacy: Is the meeting room situated away from crowded public spaces to maintain confidentiality for sensitive conversations?

Security: Does the venue have adequate security measures in place?

Vivari advantage: Vivari Hotel offers discreet meeting locations separate from public areas and maintains robust security protocols, ensuring maximum privacy and safety for your sensitive discussions.

9. Pricing structure and contracts

A clear picture of all fees avoids surprise bills.

Transparent costs: Is the pricing structure clear, detailing all fees (A/V, set-up, service charges, tax)?
Minimums and deposits: Are the contract’s required minimum spend and deposit terms clearly outlined?

Vivari advantage: Vivari Hotel is committed to transparent cost structures, providing clearly detailed pricing, fee breakdowns, and contract terms regarding minimum spends and deposits to prevent unexpected charges.

10. Cancellation and contingency policies

Preparation for the unexpected is a hallmark of good corporate event planning tips.

Cancellation terms: What happens if the date is changed or the event is canceled?
Contingency planning: Does the venue have backup rooms or generators in case of a technical failure or unforeseen circumstances?

Vivari advantage: Vivari Hotel offers clearly outlined, fair cancellation policies and robust contingency planning, including backup rooms and power generators, to protect your investment from unforeseen interruptions.

Selecting the right meeting location requires a strategic approach beyond cost and size. It involves evaluating how the environment supports your objectives, comforts your attendees, and enhances the event experience.

At Vivari Hotel, we pride ourselves on providing luxury accommodation and a bespoke environment for productive and memorable corporate meeting venues.

Our dedicated team is here to help you check every box on your requirements list. Ready to plan your next successful corporate meeting? Contact Vivari Hotel today to discuss your venue needs and explore our executive meeting packages.