«A great event starts with a great location.» Unfortunately, the author of this quote is not known to us by name, but we can only agree with him. The location is the stage on which an event takes place. If the location is right, then the foundation for a successful event has already been laid. But how do you find the perfect venue – especially in a city like Zurich, where there are even more event locations than banks?
So you are planning a customer event. Or a general assembly. Or a press conference. Or a product launch. Or a Christmas dinner for your team. Or a workshop. Or a training for your sales representatives.
You are expecting 50 guests. Or even 200 guests. You don’t need the Hallenstadion, but the Stübli at Restaurant Löwen is definitely too small (and too boring as well). In other words, a medium-sized location that can be flexibly expanded if there are more people registering than expected.
Checklist for Event Locations
So how do you find this location? Unless you happen to rely on a personal recommendation, you will probably start by googling «event location Zurich 100 people». The result is overwhelming and not very helpful because it is far too broad: It probably ranges from some cottages in the forest to the Dolder Grand, both of which are presumably out of the question (albeit for different reasons).
Requirement 1: Location, Location, Location
Of course, you could host your event in the area between the Hagenholz waste incineration plant, the Zurich East highway interchange and the Glattbrugg allotment gardens. However, Zurich has more attractive corners to offer, which are also much easier to reach. Which brings us to the first criterion for any event location: the location. Good public transport connections are a must – especially in a city like Zurich, where parking spaces are scarce and you can often get to your destination faster with the VBZ trams and busses than by private car.
But the neighborhood should not be neglected either: The outskirts of the city certainly have their qualities, but for an event you are more probably looking for a location in the more urban districts 1, 2, 4 or 5. The former industrial area in particular offers many interesting options in a diverse scenery.
Requirement 2: Capacity
The first thing you will be asked when hiring an event location is the number of guests you are expecting. Ideally, you will find a room that is sized for exactly this many people. A room that is too large will not create the right atmosphere and will make your event look like a failure. And a room that is too small can quickly lead to chaos, which is something you want to avoid at all costs.
But what if you don’t yet know how many registrations you can expect? In this case, you should choose a venue that can adapt (within reasonable limits) to the length of your guest list. Variable furnishings, movable room dividers and additional rooms are the keywords here.
Requirement 3: Air & Light
A good event location must ensure that the participants feel physically comfortable. Air and light play a central role here.
If it is not a room with natural light and normal windows (which can be opened), you should keep a particularly close eye on air conditioning and lighting. After all, if you go just a few degrees above or below the optimum operating temperature of humans, this will inevitably affect the enthusiasm of your guests. The same applies to poor artificial lighting, which will quickly tire those present.
Requirement 4: Audio & Video
Events are always about communication. You probably want to share something with your guests. So you need microphones, loudspeakers and a few other components in between so that everyone present can understand what you have to say.
You will probably also have a video or PowerPoint presentation with you. So you will need a powerful projector or a TV screen of adequate size.
However, you don’t want to have to deal with all this technology yourself – you want to have an AV technician on site to support you and prevent any embarrassing mishaps. So the technician belongs on your checklist too.
By the way: We have a tip for you…
Westhive operates high-quality event locations in Basel, Geneva and Zurich with state-of-the-art infrastructure and a dedicated team.
Event Location Geneva Pont-Rouge
Event Location Zug Tech Cluster
Requirement 5: Ambience
Have you ever attended an event in a mediocre provincial inn or a second-grade airport hotel? And is it possible that your memory of this event is not only positive?
Admittedly: A cool room alone does not make a cool event. But a sterile location with an 80s vibe will definitely not create the right atmosphere. So make absolutely sure that the event location radiates what you want to convey with the event.
Requirement 6: Catering
Good catering also contributes significantly to the success of your event. From a psychological point of view, it is a sign of appreciation towards your guests if you offer them drinks, croissants, canapés, fruit or even a complete flying dinner. Physiologically, it ensures that hydration and blood sugar levels remain in the optimum range. In this way, you enjoy the full attention of the participants and create the conditions for lively networking.
Ideally, you can book the venue and catering from the same provider – this eliminates any friction and also tends to be more attractive financially. In the very best case, the catering comes from the in-house kitchen and is not sourced from somewhere else.
Requirement 7: Advice & Support
Whether your event is stress-free and successful depends not least on how well you are advised and looked after. A good event location not only rents out rooms, but also advises you during the planning of your event to ensure that you consider all the important details. And when the big day arrives, you won’t just be handed the keys and left on your own, but someone will be on-site throughout the event to support you in word and deed.
So when you make your first contact, ask who your contact person is and whether they will be on site during the event.