Planning Your Company's Off-Site Event

Organizing company events or training sessions can be a difficult task for many small businesses. In many cases, small businesses do not have the space required to host an all-company meeting or training session. Hotels offer large spaces for rent, but the prices can be difficult to swallow.

A suitable meeting space is only one of many factors to consider. All day events will require catering, projectors, Internet and other technology items. When organizing an off-site event for your organization, there are three main things to consider. When these items are in place, the rest will be a cinch.

1. A Meeting Space
First, you will need a meeting space that fits the needs of your event. Consider the style of event you wish to host and what types of activities will take place. For some, a large boardroom will be ideal. For others, a much larger classroom will be required. Before making any decisions, you will need to know the agenda for your meeting and of course the number that will attend.

Once you've decided on the type of room you will need, the difficult part can often be finding a space at an affordable cost. Hotels can be an easy option, but they can also be very expensive. You may want to check with non-profit business organizations in your area. These organizations often have room rentals for very efficient cost savings.

2. A Catering Service
Unless you're willing to see your employees pass out during the event, it's a good idea to arrange some type of food service. Many event centers with room rentals will offer breakfast and lunch catering for all-day events. Independent catering services are also easy to use.

If you intend to hire an outside catering service, be sure this is allowed by the meeting facility. Some have very strict requirements regarding outside caterers. Hotels for example will require you to use their in-house catering service. Unfortunately, this can be reflected in the price. When shopping for your event, be sure to compare different combinations of room and catering options.

3. Technology Requirements
Before deciding on any meeting facility, you will need to determine what technology equipment will be required for your meeting. Most room rentals give the option of projectors, televisions, wireless Internet access and more. These items usually carry an extra fee, so to accurately price your event, make sure you get exact quotes for each of the necessary items.

You may also want to ask if there is a per-device charge for Internet or if the entire room will have unlimited connections available. This can drastically change the price of an event, as many hotels and other spaces will charge an individual fee for each connection. The more details you can gather on technology needs, the more accurately you will be able to price the event.

With a space, catering and technology taken care of, the rest of the event should prove relatively simple. While it can take some time pricing out options, a little research will go a long way in saving costs for your business.