We know just the spot.

An unforgettable event deserves an amazing venue. Give yourself a leg up by working with B Line Events to secure the perfect venue for your gathering.

What is a venue selection service?

Agencies like B Line that offer venue selection services handle all site-related logistics for events and meetings. We meticulously evaluate venues based on our client’s specific needs, taking into consideration factors like capacity, location, amenities, and ambiance. Once we’ve sourced the perfect venue, we negotiate contracts and liaise with onsite management teams to set the stage for a successful and memorable event.

B Line Events specializes in finding the perfect venue for your corporate event

Here’s what you can expect when working with B Line Events:

Step 1: Research and communications with venues

In the first phase of venue selection, we’ll work with you to strategize around the specific amenities, location requirements, capacities, and other factors crucial to your event programming. We’ll discuss your event’s theme, goals, and budget; then we’ll begin to zero in on top venue contenders.

Step 2: Solicit proposals and schedule site visits

In phase 2 of the selection process, we’ll create RFPs to distribute to your preferred venues. We’ll arrange and conduct site visits, make recommendations to your team, and begin contract negotiations once a top venue has been identified.

Step 3: Contract negotiation and management

In this phase of the process, we’ll negotiate a contract that maximizes your budget and includes everything you need for smooth event execution. We’ll continue liaising with onsite management teams throughout the planning of your event, including post-event attrition negotiation or cancellation and rebooking should any unforeseen circumstances arise.

Why trust B Line Events for venue selection

We have longstanding industry experience.

B Line Events roots come from Hotel Sourcing, with 20 years of experience offering venue selection services. We are IATA certified, have Key Account status with hotels across the globe and are skilled at matchmaking when finding the ideal site for your event.

We’re expert negotiators.

The key to successful venue selection is the skill of negotiation. Pricing is rarely set in stone. It’s often more of a moveable target that rests upon how adeptly the venue selection service can be negotiated with the onsite sales team to maximize their client’s budget. Our team at B Line is comprised of expert negotiators who find creative ways to save our clients money on venue costs.

We’re event planners by trade.

B Line is a full-spectrum event planning company – when you hire us for venue selection service, we bring all our event industry knowledge. We know the events industry backwards and forwards, and we treat every event like it’s our own regardless of the scope of our involvement.

Ready to work with B Line Events for venue selection?

We can’t wait to help bring your vision to life by finding the perfect venue for your event. Reach out today to get started!

Venue selection service – FAQs

What is the importance of venue selection in event planning?

The venue sets the tone for your entire event. It can impact the agenda, the guests’ experience, and the overall success of the event, not to mention things like budget, hotels, offsites, and more. Choosing the right venue requires careful consideration of factors such as location, capacity, ambiance, and amenities, all of which will likely impact the rest of the event planning process.

What does the venue selection process look like?

The venue selection process typically begins with defining event objectives, determining the target audience, and establishing a budget. The next step involves researching and shortlisting potential venues, followed by scheduling site visits, negotiating contracts, and finalizing the chosen venue.

Why should you use an agency like B Line Events to help with venue selection?

Agencies like B Line Events have the expertise, resources, and industry connections to find the perfect venue for your event. They can save time and money by negotiating favorable rates and ensuring all contractual details are addressed. Additionally, they can provide valuable insights and recommendations based on their experience and knowledge of the event planning industry.

What is a corporate conference?

A corporate conference is a single or multi-day event sponsored by a company to achieve certain business outcomes, which may include promoting a new product, educating employees, connecting with customers, and more. Through engaging presentations, entertainment, and networking opportunities, a corporate conference gives attendees a chance to learn valuable knowledge and foster meaningful connections with colleagues and clients.

A successful corporate conference starts with identifying what your goals are for the conference (i.e. education, networking, brand exposure, employee engagement, etc!)

With clearly defined goals in mind you can begin to cultivate the perfect team to help you plan and execute your event.

Here at B Line Events we have been planning corporate events like sales kick offs, all hands meetings, user conferences and incentive programs for the past 20 years.

In that time we have created processes to ensure every project runs smoothly from start to finish. See below for a peek inside our planning process.

Step 1: Brainstorm and workshop phase

We begin with a kickoff call to discuss the vision, scope, and desired outcomes for your corporate conference. We’ll work together to brainstorm and workshop all the elements of the event, from venues, to agendas, to guest lists and more. We’ll develop and manage an event timeline, including setting important production deadlines, and ensure you’re kept up to speed throughout the process.

Step 2: Site selection and contract negotiation

Once we have a clear vision for the conference, B Line will research and secure the perfect venue(s), vendors, exhibitors, caterers and more. We also negotiate all contracts – on your behalf – to maximize your budget. We’ll work with you to develop the conference agenda and make sure everything is in place for when the event arrives.

Step 3: Launching the conference

B Line staff will be on site for the duration of the conference to manage all the moving parts, from registering guests, to coordinating vendors, to setting rooms and assisting speakers. Whether your event programming is produced on a single day or spread out over several days, we’ll ensure the event runs smoothly and seamlessly.

Why trust B Line Events to plan your corporate conference

We have the full scope of skills you need

• Our planners bring years of experience and a vast range of skills and expertise to execute meticulous corporate conferences.
• We’re known for producing corporate events that are as fun and memorable as they are successful from a business standpoint.

We have a proven record of planning successful corporate conferences

• With nearly 20 years of experience planning conferences worldwide we know how to prepare large-scale corporate conferences and events worldwide B Line has built an impressive portfolio.
• We have partnered with a roster of prominent, globally recognized companies, and we’re always excited to work with new clients to bring unique and individually tailored corporate events to life.

Corporate conferences made easy

• It’s easy to get bogged down and overwhelmed when planning an event at the scale of a corporate conference – but not for B Line.
• We pride ourselves in remaining calm under pressure and greeting every task with clearheadedness, pragmatism, and kindness.

What our clients are saying:

The team listened, made recommendations per our meetings/requests, and delivered with options. The options were all well thought out, with target audience, budget, specific needs (AV, rooms, etc). I especially appreciated the out of the box thinking and suggesting venues that we would have never thought of looking into. Thanks again for making my job easier!

-Ellen, Epic Games

With events, there are always new trends and B-Line was always there with the latest and greatest. People still talk about the balloon wall we had! Everyone on the team is positive, kind, professional, and creative. They will do whatever it takes to ensure your event goes off without a hitch. I needed a t-shirt launcher with 12 hours’ notice (many of which were during sleeping hours), and they magically appeared! Events can be stressful, but I always felt comfortable working with B Line.

-Marla, Asana

B Line is my GO-TO for events. Not only is the staff incredibly knowledgeable, but they are trustworthy & accountable. When you ask them for anything, big or small, they deliver. When asking for out of the normal, you don’t get No – You get, let me see what we can do. I appreciate that can-do approach. Event planning is stressful. B Line takes on the details and manages everything effectively, with a smile and laugh. (and within budget) The B Line Team is Ultragenyx’s event company, hands down.

-Mindy, ultragenyx

Ready to plan your conference with B Line Events?

Our team is excited to hear from you! Reach out to hear more about our corporate conference event management and get started planning yours today!

Corporate conference event management – FAQs

How do you organize a corporate conference?

A great place to start is by hiring a team of event planners who specialize in corporate conference management to guide you through the process. From budgeting and venue sourcing to creating guest panels and selecting food and beverage menus, there’s much to keep track of when planning an event at this scale. Event planners like our team at B Line will help you manage all the details from start to finish and will keep everything organized and on schedule as the conference comes together.

What makes a corporate conference successful?

Corporate conference planning should begin with clear outcomes and goals so that you have a gauge by which to measure success after the event. Were important messages effectively communicated? Were there ample opportunities for networking and collaboration? These are great questions to ask after your conference to evaluate its efficacy. Professional corporate conference organizers can help ensure success by meticulously crafting every element of the event to satisfy your desired business outcomes as well as foster a positive overall experience for everyone in attendance.

Why should you work with B Line to plan your corporate conference?

For “non-planners,” a full-scale corporate conference can seem like a daunting project to take on and produce. This is where B Line Events steps in to alleviate the stress of planning. From registration, staffing, and housing prior to the event, to engaging panels, activities, amenities, and presentations during the conference, B Line leaves no stone unturned. With our expertise and experience in planning and managing corporate conferences, we know exactly what it takes to make one successful. We’re excited to help you make yours an experience to remember.

Magic happens when people gather together. As experienced professionals, we get this. We see how business leaders nurture and maintain their talent, using events to foster positive employee experiences. Events can be used to support the company culture, build internal relationships, and reward employees for their hard work – creating strength and cohesion in your team.

At B Line Events, we are in the business of bringing people together for enriching experiences. In our 20 years of creating corporate employee experiences, we know first-hand what goes into fostering tight-knit, unstoppable team events.

Here is your guide to planning an unforgettable corporate event and how to use events to supercharge your employees’ overall workplace experience.

The Five Ws

Let’s start with the five Ws – the who, what, where, when, and why. These questions are essential in setting your goal for any event.

The Why

Employee retention is one of the main reasons businesses invest in events, retreats, happy hours and a host of other types of gatherings. It’s their way of creating motivational incentives and showing gratitude for the teams that help the business thrive.

Gallup found that the main reason employees leave their positions is due to issues around company culture and work-life balance. Events, retreats, and other social offerings help to create company cultures where employees feel valued and seen as people not just employees.

The Who

Are you aiming to reaffirm company culture? Do you want to foster more collaboration between teams? Is there a specific group of employees you want to celebrate and reward for their efforts?

Understanding the goals of every event will determine the target audience. Once we know who you’re throwing the event for – whether it’s a certain team, a small selection of employees, or a company-wide event – we zero in on the size and scope of the offering.

The What

If the goal is to celebrate and reward the whole company for a great sales year, then the why is celebration and positive reinforcement for a job well done. The who is everyone. And the what might be a large, all-inclusive event like an end-of-year-party.

Another goal could be to foster a culture of creativity and inventiveness, and you want to do this in a targeted way across different teams. This way, each event can be specifically tailored to what is relevant to that team and its members.

The When

Employee experience is shaped over the course of every year, and regular company events and gatherings give teams something to look forward to and get excited about. Event schedules capitalize on key moments throughout the year, like holidays, sales quarters, company anniversaries, as well as touchstone moments for the organization, like product launches, team reorganizations, and new hires and partnerships.

The How

Now, how to make it all happen!

For a DIY version, check out our blog on How to Plan a Corporate and Business Event in 10 Steps. This will give you a high-level guide on how to plan a corporate event on your own.

Most companies that aim to plan truly unforgettable and effective events do so by partnering with event professionals. They know their vision aims beyond what internal teams can accomplish alone, and they understand the value of collaborating with a team like B Line to maximize employee experience through events. (Check out our blog on “When to Hire a Meetings Management Company.”)

For more information on how to leverage meetings and events to boost your employee experience, reach out to the us and we’ll give you the scoop.