How to Rent an Event Location for Business or Corporate Events

Last Updated: 

May 27, 2024

Planning a business or corporate event can be exciting yet challenging. One of the key factors for success is finding the perfect venue. Whether it's a product launch, team-building workshop, corporate retreat, or a formal conference, the right location sets the tone and ensures a memorable experience. Here’s a friendly guide to help you navigate the process, with a special mention of to make your search and booking easier.

Key Takeaways on Renting a Location for Corporate Events

  1. Define Event Requirements: Clearly outline the purpose, guest count, location preference, budget, and needed amenities for your event to streamline the venue search.
  2. Utilise Specialised Platforms: Use services like to filter venues based on specific criteria, view descriptions, photos, and read reviews for informed decisions.
  3. Evaluate Venue Accessibility: Ensure the venue is easily accessible for attendees and can comfortably accommodate your guest list with a suitable layout for your event's activities.
  4. Assess Venue Facilities: Check the availability and quality of essential facilities and equipment such as AV gear, Wi-Fi, catering services, and parking options.
  5. Professional Staff Interaction: Gauge the professionalism and responsiveness of the venue’s staff during your visit to ensure smooth coordination and support for your event.
  6. Review and Negotiate Contracts: Carefully review venue contracts for transparent costs, payment terms, cancellation policies, and inclusions to avoid unexpected charges.
  7. Plan Event Logistics: Coordinate setup and breakdown times, arrange additional technical support, and secure reliable catering if not provided by the venue to ensure a seamless event.
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Define Your Event Needs

Before diving into venue options, take a moment to outline what your event requires. Consider the purpose of your event: Is it formal or informal? How many people are you expecting? Where should it be located? And, importantly, what’s your budget? Also, think about the amenities you might need, like AV equipment, Wi-Fi, catering, and parking. Having a clear picture of these aspects will streamline your search.

Start Your Venue Search

With your event needs in mind, begin exploring potential venues. You can search online, ask for recommendations from colleagues, or use a specialised platform like EventButler. This Swiss-based service allows you to filter venues based on your criteria, view detailed descriptions and photos, and read reviews from other event organisers. It’s a great way to find suitable locations without the hassle.

Visit and Evaluate Venues

Once you have a list of potential venues, it’s time to visit them. During your visit, check the accessibility of the location – is it easy for attendees to reach? Ensure the venue can comfortably accommodate your guest list and has a layout that fits your event’s activities. Pay attention to the ambiance; it should match the tone of your event. Also, verify the availability and quality of facilities and equipment, such as projectors and sound systems. Lastly, gauge the professionalism and responsiveness of the venue’s staff.

Review and Negotiate the Contract

When you’ve found the perfect venue, it’s time to look at the contract. Make sure all costs are transparent and understand the payment terms. Know the cancellation policy to avoid any surprises. Clarify what’s included in the rental fee and what might incur additional charges. If needed, check if event insurance is required and consider getting it for peace of mind.

Plan the Logistics

With the venue booked, focus on the event logistics. Coordinate setup and breakdown times with the venue to ensure a smooth process. Arrange for any additional technical equipment or support you might need. If the venue doesn’t provide catering, find a reliable caterer to handle food and drinks. Attention to these details will help your event run seamlessly.


Renting the right event location is crucial for the success of your business or corporate event. By defining your needs, researching thoroughly, and using resources like, you can find a venue that not only meets your requirements but also enhances the overall experience for your attendees. The right venue can make your event memorable and successful, leaving a lasting impression on everyone involved.

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