At Flavour Events, we’re always on the lookout for the hottest new venues and the latest event trends. Our free venue finding service helps companies worldwide find the perfect spaces for conferences, parties, company away days, and more. We love the process of sourcing venues, but we know it can be complex and time-consuming. To streamline your search, we've compiled a handy guide to help you choose the ideal venue for your next corporate Christmas party or other events.
How Much Will It Cost?
The cost of booking a venue varies widely based on several factors: size, location, quality, facilities, and catering options. Venues must cover their operational costs, such as staffing, lease, insurance, and consumables, and they aim to make a profit. Costs are typically higher in prime city locations compared to quieter areas. For example, a central London rooftop terrace that generates £30,000 per night wouldn’t offer private hire without ensuring similar income. Prices also fluctuate based on dates, with Thursdays, Fridays, and Saturdays, along with key holiday dates, being the most expensive. Venue costs can range from £150 in small rural locations to over £50,000 for prestigious venues in prime areas.
Venue Hire, Minimum Spend, and DDR
Many venues offer minimum spend agreements instead of hire fees, particularly for events like Christmas parties and private dining. This means you agree to spend a minimum amount on food and drink, avoiding hire fees if you meet the required spend per head. Hire fees usually apply when the on-the-day spend is lower, such as during conferences that require space, staff, and AV equipment but only serve light refreshments. Daily Delegate Rates (DDR) refer to the per head, per day cost for event guests, often including a package of refreshments, room hire, and potentially accommodation.
How Can I Save Money?
Booking events on Mondays, Tuesdays, and Wednesdays is often cheaper. A Tuesday morning breakfast event might cost less than a Thursday night cocktail mixer at the same venue. Consider scheduling Christmas parties in November or January for additional savings. Booking multiple events per year with the same venue can also lead to discounts. While the hospitality industry is operating on tight margins, it’s worth asking if food and drink prices can be reduced for bulk purchases.
Can I Bring My Own Catering?
While most venues prefer to provide their own catering, some might agree to external caterers for an additional fee. Remember, venues like restaurants depend on food and drink sales, so they will need to charge hire fees or corkage to cover their costs if you bring your own catering. It’s unlikely to save much money overall.
How Do I Choose the Right Venue?
Start by clarifying key factors like budget, number of attendees, date, location, event type, and essential facilities. Consider how your guests will travel to and from the venue. Prepare a detailed event brief, ensuring accuracy and approval from the decision-maker. Flexibility with dates can help secure the best venue, but avoid changing key requirements after inquiries are made, as this can reset the search process. Begin your search early; many companies and event managers book venues months, even years in advance.
Find Me a Venue
Once you know your requirements, contact Flavour Venues & Events. Our venue finding service is available for events with a budget above £5,000, and we’ll help you find the perfect event venue for free. We represent thousands of high-quality venues and can introduce you to the best spaces for your corporate Christmas party or other corporate events. If your event budget is below £5,000, you can browse thousands of excellent event venues for hire on our website.
Planning a corporate Christmas party or another event? Reach out to Flavour Venues & Events today and let us find the perfect venue for your celebration!