Choosing the right venue for your incentive

The trick to booking the perfect venue for your incentive isn’t a trick at all.  Getting the venue you want (and just how you want it) is about approaching your incentive methodically and practically, while still being open to options. Follow this incentive venue checklist:

Is the incentive for a large or a small group of people?

The size of the venue you need is 100% dependent on the number of people your incentive involves. If you’re dealing with a small group, opt for a more intimate venue. If you’re dealing with a large group of people, book a conference venue or hall.

What type of incentive is planned?

The venue needs to suit the activities on the incentive itinerary. For quad biking races, adventure activities and outdoor incentives, you’ll need a venue that offers large open space, adventure trails, swimming pools or water sports, with the option of a shady area for lunch.

For incentives centred on a spa or health experience, pick a venue somewhat removed from city centres (such as in a quieter suburb, or a country venue).

Most often than not the incentive type will dictate the venue.

What are the incentive activity requirements?

Think of the logistics of hosting the planned incentive. Do you need catering facilities? Do you need transport to and from the venue/s? Do you need accommodation and, if so, for how many people? Do you need entertainment as part of the package, or will that be another activity planned? Do you need a kitchen or a hall? Do you need a quiet space? Do you need Wi-Fi access?

Once you have a list of the requirements for the incentive, make sure your proposed venue can deliver.

Have you seen the venue?

Before sending anyone anywhere, make sure you visit the venue yourself to approve it.  While you can do much research on the internet about the facilities on offer at the venue, it’s imperative to visit the location personally. Websites and brochures can be misleading.

Is the venue suitable and accessible for everyone involved?

Do you have any special requirements – such as disabled access – that you need to consider? Make sure your venue caters for everyone.