Tag: Venue

San Francisco Corporate Event Venues
San Francisco is a leader in entrepreneurship and offers the event venues to match its workforce’s needs. But within that entrepreneurial culture is a vast variety of companies with different needs, styles, sizes, and budgets. Below are a range of event spaces for different types of companies and events. Once you’ve selected your ultimate corporate event venue, choose a San Francisco charter bus to transport your guests safely and comfortably.
Pro tip: if you are looking to make sure that your corporate guests are as comfortable as possible, it may be worthwhile to split them up into multiple vehicles. Bus.com offers luxury sprinter van rentals for up to 15 passengers.
Frequently Asked Corporate Transportation Questions
Should I organize shuttle service or a single charter bus?
That depends on the size of your event and the schedule of your attendees. If you’re planning a big event like a tradeshow, Bus.com booking specialists can put together a shuttle service with rides from the airport, a hotel, or a San Francisco attraction. Shuttle service is also great for holiday parties when you don’t know what time your guests will leave. If you’re planning a small event like an off site or a team-building activity, a single SF charter bus is sufficient transportation for your group.
When should I rent my bus?
To avoid the price surging that occurs as bus availability dwindles, book your bus early, at least six months in advance. Bus.com offers a Book Now, Pay Later option to make this a little easier. You can book your bus as soon as you know where and when you’re going, then wait to pay until 21 days before departure.
Credit: Hewlett
Can I decorate my bus in company colors?
Yaasss! Do it! Shout your company pride as you ride your bus through San Francisco like a giant billboard on wheels. Add a small decal to subtly represent or go full bus wrap by plastering your bus in a creative design that represents your brand. Ask you booking specialist for more details and read our “Ultimate Guide to Branded Bus Wraps.”
Venues for Off Site Meetings
Asian Art Museum of San Francisco
With a range of event spaces for every size of group, the Asian Art Museum of San Francisco can accommodate meetings for every company. Sizes span from the Peterson Room & Garden for 50 people to the Samsung Hall for 225 seated colleagues. Beautifully appointed and quiet, the Asian Art Museum is an excellent space for some serious thinking and strategizing. Rent a coach bus to transport your group from the San Francisco Airport to the museum in 20 to 30 minutes.
Credit: Civic Center Commons
The Armory Club
Book one of the Armory Club’s luxury social spaces. Enjoy lounging on elegant leather sofas while sipping cocktails and talking about the future of your company. If you’re looking to impress out-of-town guests, this is the place to do it. Book an SF minibus or mini coach bus to pick up your group at the airport and deliver them to the venue in 30 minutes.
Credit: Armory Club
Book a Breather
The Breather spaces of SF are beautifully designed in modern fashion to optimize work and creativity. Groups of up to 50 people and as small as four can benefit from a Breather space. Meeting rooms are priced to accommodate the tighter budgets of start-ups or non-profits. Breather spaces are all over SF, so pick one in your favorite neighborhood, then book a minibus bus or coach bus to transport your team.
Credit: Unique Venues
Venues for Conferences and Trade Shows
City View at METREON
Welcome your attendees to San Francisco with a rooftop view of the city and the bay. City View at METREON is a luxury venue in the heart of the city, perfect for high flyers and professional networkers. Impress a crowd in the glass atrium and large hall. Located in the Financial District, this venue is a short 30 minutes by coach bus from SFO.
Credit: Mega Venues
The Exploratorium
Get your creative juices flowing by engaging your attendees in a dynamic and inspiring venue. The Exploratorium, located on Pier 15, is a perfect place to entertain SF locals and newcomers alike. Host a conference in the full complex and finish with a cocktail hour overlooking the water. Organize shuttle service from SFO to the Exploratorium, with rides lasting 30 minutes.
Credit: The Exploratorium
Bespoke
Boasting “tech-forward” conference spaces and “state-of-the-art infrastructure,” Bespoke is the ideal place to host both future entrepreneurs and Silicon Valley elites. The Bespoke team is capable of handling all your technical and event planning needs. Impress up to 1180 people in the main space, and treat a smaller group of VIPs on the rooftop. Bespoke is located 30 minutes from the airport, between the Financial District and the Mission.
Credit: Bespoke SF
Venues for Office Team Building
Breakthrough Sushi
Treat your staff to some sushi, but make them work for it! Get them rolling their own sushi while learning about collaboration and teamwork. Breakthrough Sushi has two venues, one in the Financial District and one in Palo Alto. Both are 30 minutes from SFO. Hosting a party? Breakthrough can hire out a sushi chef to cater your event.
Credit: Breakthrough Sushi
Fort Miley Adventure
Challenge your staff with an adventure in the trees. Fort Miley’s rope course is located in Fort Miley, overlooking the Pacific and close to the Vista Del Mar neighborhood. Take a 30 minute coach bus ride from the airport and start your SF trip with an active, outdoor team-building exercise.
Kabuki Springs
Maybe your team needs a break. Treat them to a day of #selfcare in Kabuki Springs. With a hot pool, cold pool, steam room, and connecting spa, Kabuki Springs is a quiet oasis, perfect for a team retreat. Rent a comfortable coach bus for the 30-minute ride from the airport. This venue is close to Presidio of San Francisco, so if your team is new in town, add this historic attraction to your itinerary.
Credit: Nuvo Magazine
Venues for Company Holiday Parties
The Fillmore
First opened in 1912, The Fillmore is a historic music hall in the heart of San Francisco. Over the past century, this venue has been a roller rink, a Beat poet hangout, a concert hall for Jimi Hendricks, Jefferson Airplane, and the Grateful Dead, and now it can be the site of your company holiday party. Hold a reception in the Main Ballroom or an intimate affair on the balcony. The Fillmore is 25 minutes from SFO.
Credit: Live Nation
The Bently Reserve
Do something austere with a banquet in the Banking Hall of the Bently Reserve. It’s fully equipped to handle all your tech needs and decorated in a luxurious fashion. Dance and mingle under the chandelier and between the stately columns. The Bently is a staple of San Francisco’s Financial District, and only 30 minutes from the airport.
Credit: Bently Reserve
Foreign Cinema
Treat the foodies and cinephiles of your company with a trip to Foreign Cinema. It’s understated dining in a simple and comfortable venue…with movies! FC has several spaces available for private events, so choose the size and style of your venue to suit your team. It’s a Mission favorite and only a 25-minute bus ride from SFO. Book a San Francisco mini coach bus or coach bus for your next holiday party.
Credit: Foreign Cinema
June 12, 2019
Miami Corporate Event Venues
Corporate events venues are not one size fits all, so it’s important to choose the space that suits your company’s style and budget. Check out these venues for off-site meetings, conferences, team-building activities, and holiday parties. Once you’ve selected your dream venue, use Bus.com’s booking tool to get a bus rental quote. A Miami charter bus will get your team to their destination safely and on budget, and a shuttle service organized through Bus.com is a great way to take on conference transportation.
Frequently Asked Corporate Transportation Questions
Should I organize shuttle service or a single charter bus?
It depends on the size of your group and whether or not you expect attendees to leave at different times. If you’ve got a small group, then a single Miami coach bus or minibus should be sufficient. If you’re planning a large event like a hack-a-thon or conference, you’ll need a shuttle service to ensure seamless transportation of attendees. Talk to your Bus.com booking specialist to organize shuttle service in Miami.
When should I rent my bus?
ASAP! Rent your bus at least six months in advance, but if you can, book even earlier. We make this recommendation because as bus availability decreases closer to your departure date, prices tend to increase. To avoid price surges, take advantage of our Book Now, Pay Later policy. Reserve your Miami bus rental early and wait to pay until three weeks before boarding.
Can I decorate my bus in company colors?
Yes! Branded bus wraps are a great way to take your company pride on the road, advertising your brand wherever you go. Just imagine your big, bold, beautiful logo driving down Ocean Drive like a magnificent billboard. Talk to your booking specialist to learn more about bus wrapping. Need some inspiration? Check out these bus wrap ideas!
Venues for Off Site Meetings
MAPS Backlot
This customizable event space can host anything from a hip holiday party to an off site meeting. MAPS is also a production company and equipment rental service, so they can do a lot to make your off site shine. 20 minutes from Miami International Airport in the Wynwood area, MAPS is centrally located and easy to access by coach bus.
Credit: Wynwood Miami
Kimpton Angler
Go upscale with an off site in Kimpton Angler Hotel’s meeting room, located 30 minutes from the airport in sunny South Beach. Kimpton Angler can host groups as small as 10 but it’s best used for big groups of up to 300. Take your company to an elegant venue to brainstorm, celebrate, and share ideas, then finish the day with a cocktail reception.
Credit: Hotel Business
Cycle Party
Get your staff out of their rolly chairs and into an active seat with a cycle party. Rent a party bike for small teams who want to get in shape while discussing the metrics for next quarter. Cycle Parties can ride through Wynwood or Coconut Grove.
Credit: Yelp
Venues for Conferences and Trade Shows
Sheraton Miami Airport Hotel & Executive Meeting Center
Make it easy for your guests, and book something close and traditional. The Sheraton is just six minutes from the airport. Organize shuttle service from MIA straight to the hotel, so your guests have zero opportunity to get lost. With over 16,000 square feet of event space, the Sheraton is fully equipped to handle large corporations and industry trade shows.
Credit: The Marriott
Ice Palace Studios
In classic Miami style, host an event in a vintage ice plant turned film studio surrounded by palm trees. With three stages and several indoor and outdoor event spaces, Ice Palace can handle all sorts of events. Trade shows, fashion shows, concerts, and more have used this impossibly hip venue. It’s 20 minutes from the airport and right next to Biscayne Bay.
Credit: Miami and Beaches
Marseilles Hotel Ballroom
Modern, sleek, and professional, Marseilles Hotel Ballroom is the ideal venue for corporate event planners looking to impress elites. Gather the very top of your field in the ballroom and serve cocktails on the rear pool deck. Seated capacity in the ballroom is only 85, but this is an optimal number for networking and building relationships that last. Marseilles Hotel is 30 minutes from the airport in beautiful Miami Beach.
Credit: Eventective
Venues for Office Team Building
Real Food Academy
Host a cooking party to get your team socializing over the one thing that everyone loves: food! Just 30 minutes from the airport, refresh your team after a flight with a light, fun, and delicious activity. Real Food Academy is best for small teams of 10 to 15 who need to get to know each other.
Credit: The Real Food Academy
Carillon Miami Wellness Resort
Maybe your team needs more of a rest than an activity. If this is the case, book the full treatment at the Carillon. This retreat is best used as a reward for a big breakthrough or achievement. The resort could also host your team on a company trip to the area. It’s 30 minutes from the airport in North Beach.
Credit: Cvent
Island Queen Cruises
For teams who have recently moved to Miami, plan a boat cruise through the city. Your tour can be a quiet way to get to know the area or a full blown party on the water. Located right on the coast and 20 minutes from the airport, the cruise’s departure point is easily accessible by Miami charter bus.
Credit: Groupon
Venues for Company Holiday Parties
Red, the Steakhouse
A classic steakhouse in the heart of Miami Beach, Red, the Steakhouse is a chic and comfortable space for groups of 16 to 280. With a menu of steakhouse classics, Red is a major crowd pleaser. However it does not accommodate vegetarians well, so look elsewhere if there are veggie-lovers in your crowd. Red is 30 minutes from the airport in Miami Beach.
Credit: Red, The Steakhouse
Bakehouse Art Complex
33,000 square feet of modern gallery space, Bakehouse Art Complex is perfect for large forward-thinking companies. Rent the gallery for a cocktail reception or full supper, and dazzle your colleagues with your hip and stylish taste. Between its outdoor and indoor spaces, the venue can accommodate groups of 20 to 1000 people and it’s only 20 minutes from the airport.
Credit: On The Grid
Clevelander South Beach
Give your employees that iconic Miami experience with a blowout on Ocean Drive in South Beach. You can host a party by the pool, rent out a block of rooms, and enjoy the classic Miami architecture with ocean views. Good for groups of up to 1000 people, the Clevelander is perfect for larger companies looking to treat their staff like Florida stars. It’s 30 minutes from the airport and a great location to use as a home base for Miami business trips.
Credit: Webpage Depot
June 6, 2019
Ultimate Guide to Branded Bus Wrapping
There’s more than one way to wrap a bus. Actually, there’s one very good way of wrapping a bus, but many different design and pricing options for event planners to choose from. From a full wrap to an understated logo—it can all be added to your charter bus rental.
Bus wraps are all about fostering spirit, shouting out your pride, and creating a complete branded experience. Use this guide to learn how to add a bus wrap to your marketing campaign.
What is a bus wrap?
Choose a bus. Pick a design. Print it out on massive sheets of adhesive vinyl. Wrap your bus in a beautiful homage to your company, team, or over-the-top bachelor(ette) party. It’s a pretty simple process—similar to putting up wallpaper—but it does include some intricacies and complications that aren’t immediately apparent.
In other words, don’t try this at home! Bus.com partners with expert printers and installation specialists to provide this service. They’ll wrap your bus in your big beautiful design and send it out on the road to promote your business or event.
Can you wrap any type of charter bus?
Yes! But prices vary depending on the bus. For instance: While the school bus offers savings in other areas, it is a difficult bus to wrap. Its ridges make the installation process more intensive and therefore more expensive. The coach bus, on the other hand, is a sleeker option and therefore easier to wrap. Your design can also be a factor in the cost of your bus wrap. The more complicated the design, the higher the price.
Who needs a bus wrap?
You get a bus wrap! You get a bus wrap! You get a bus wrap!
Seriously though, there’s a bus wrap for every trip. If you want to fully integrate transportation into your event’s experience, this is the finishing touch that’ll complete your campaign.
Corporate Events
Take company pride on the road with a coach bus or mini coach bus wrapped in your company’s logo. If you’re running shuttle service to a conference or trade show, bus wraps are a very practical way of communicating travel options to participants. In addition to providing logistic details, these wraps can vividly represent your brand, and for those who have trouble deciding on a design, there are resources such as Wepik which offers free logo templates that could be incorporated into your wrap design.
Sports Teams
Let competitors know that you’re coming for them with a charter bus wrapped in your colors. Celebrate your star players by plastering their best moments on the side of your team bus. Imagine your bus is a tank and you’re charging into battle.
Credit: Budget Truck and Auto
Festivals
Whether you’re hosting a festival in the city or in a remote location, you’ll want to provide shuttle bus service from the surrounding town centers and transportation hubs. Let your guests know it’s festival season by wrapping your bus in your logo, colors, and unique design.
Credit: Stewart Transportation
Marketing Campaigns
Besides transporting passengers to and from your event, charter buses are pretty much billboards on wheels. Don’t let that valuable marketing real estate go to waste! Bus wraps are an excellent way to promote your own brand, but you can also offer the space to sponsors. A sponsor with a big enough budget will jump at the opportunity to see their logo paraded around town.
Credit: Intersection
What are the benefits of wrapping my charter bus?
As we mentioned earlier, charter buses are moving billboards that can reach multiple eyeballs throughout multiple neighborhoods and across state lines. They also boost team or company spirit, encouraging a feeling of “We’re in this together!” Literally: we’re all in this branded bus together! Finally, and perhaps most practically, wrapped buses let guests know where to meet their ride. You can’t miss a branded bus.
How much does a branded bus wrap cost?
Prices vary for bus wraps—with the type of bus, the design, and extra features all factoring into the cost. For a full coach bus wrap, including windows and doors, you’re looking at around $6000-$7000. For a simple decal on the side of a coach bus or mini coach bus, prices can be as low as $1000. We’ve calculated these prices to include printing and installation.
A few final questions:
Can my guests see through the wrapping?
Yes! Wrapping that goes over windows is covered in tiny, tightly packed holes. The effect is a view from the inside, and an uninterrupted look on the outside.
How long does it take?
From the time that the design is approved and delivered to the printers, it takes ten to twelve business days to complete the bus wrap. If you’re planning a bus wrap, start designing early. This will give you enough time to fine tune your design.
Can I wrap my bus in any design I want?
Sure, as long as it’s not rude. Other than that, the design is up to you. Get creative. Get weird. Or stay simple and formal. Use your bus wrap to convey your voice. Browse these unique bus wraps for inspiration.
Note: Some alterations may be necessary to make the design fit the type of bus you’ve chosen.
I want to wrap my bus rental. What’s next?
Check with your marketing department (if you have one) to see if a bus wrap fits in the marketing budget. Next, talk to your Bus.com booking specialist. You’ll go through an ideation and design process to decide on the perfect wrap. We take a collaborative approach, and tend to get very excited about creative bus wraps.
April 24, 2019
Guide to Event Planning
Stay organized
When it comes to planning an event, the amount of details that need tending to can be overwhelming to say the least. From finding the perfect venue to booking the right caterer, there are tons of details from event conception to wrap up that require diligent attention.
If you’re feeling a little stressed about organizing your event, take a deep breath. We’re going to walk you through the elements of event planning you need to check off your to-do list before the big event kickoff happens.
Choosing a Theme
Making your event appealing is essential in attracting an audience, and there’s no better way to do so than by sprucing up your event aesthetic with a strong theme. Make sure the theme you choose is on-brand with your company or event’s voice. A simple way to do this is by picking a broad theme category; for example, food, health, sustainability, transportation, etc. By giving your event an overall theme, you’ll always have some kind of direction to turn to when you have to make decorative decisions in the planning phase. Oh, and don’t forget to have fun with it!
Setting a Clear Objective and Define Metrics
Make your event’s purpose known through your public communication strategy and by determining realistic goals. People should be able to easily pinpoint the end goal of your event through your initiatives.
It’s equally as important to be able to measure the success of your event. Whether you do so by taking note of the amount of attendees, submissions gained, or press mentions, it’s key that you keep track of specific numbers to be able to compare and contrast the success of your upcoming event to your previous and following events.
Picking the Right Dates
Choosing the right dates for your event can make or break the success of your event planning efforts. In order to pick an optimal date, you should also be aware of your competitors and when they are planning to host any similar events. In order to increase your chances of a high attendance turnout, try your best to plan around competitor events so that there’s no conflict.
Dealing with Transportation Woes
One of the hurdles that event planners tend to leave until the last minute is organizing group transportation for their event. Stop stressing over transportation details by renting a fleet of charter buses to transport your event attendees, volunteers, and employees to and from your event. If you’re organizing a large corporate event, we recommend coach buses as they accommodate large groups easily, and can come packed with tons of amenities (A/C, DVD players, etc.) to make your ride smoother.
Putting Together a Strong Sponsorship Package
Whether you’re planning an event old or new, chances are you’ll need sponsors to help fund and sustain your initiatives. However, if you don’t have loyal, recurring sponsors, you’ll likely need to create a solid pitch in order to reel in sponsorships. However, putting together a solid sponsorship package isn’t as daunting as it sounds, don’t worry. Here are a few things that you should keep in mind when putting yours together.
Geographical Distance
When choosing companies to pitch as sponsors, try and approach local businesses or organizations that are situated geographically close to your event. You’re more likely to close a sponsorship deal if the company you’re dealing with can actually send a company representative to your event. That said, don’t limit yourself to approaching only the big name companies. Expand your scope and pitch yourself to startups – you never know what could happen!
Creating a sponsorship team and package
Don’t kid yourself – landing sponsorships are a big deal! And they also require a ton of manpower, planning, and hard work. Having a dedicated team of sponsorship management representatives will help facilitate your fundraising efforts tenfold. Just like any other team, make sure that members of your sponsorship team have complementary skill sets. For example, getting someone with great design skills, someone with experience writing for a brand and creating marketing messages, and someone who’s well-versed in how to command a room and show persuasive techniques in pitches. Team, unite!
Keep the relationship going
Locking in a sponsorship is surely reason to celebrate, but if you don’t tend to the relationship and maintain communication with your contact, they’ll probably choose to put their money elsewhere next year. Just like any other type of relationship, nourishing healthy event-sponsor relations is required in order to establish trust and loyalty. Make sure that you have a member of your fundraising team dedicated to keeping regular communication with yours sponsors!
Setting Up Solid WiFi
We cannot stress this enough: Don’t. Skimp. On. The. Wifi! As with most other things in our technologically-dependent age, your event will be heavily reliant on the quality of your internet. Your team and event attendees will likely opt in to use it, not to mention all of the tech equipment that you’ll need to connect to wifi. To make your internet connection as secure as possible, you should opt to set up your own internet infrastructure. While this sounds expensive, when you calculate how much money you’ll be bringing in per person compared to the cost of establishing your own wifi foundation, it becomes easily justifiable and well worth it in the long run.
Training Your Volunteers
Just like you have your right hand team helping you throughout the planning process of your event, it’s advisable to organize a solid team of volunteers to help you out during your event.
Recruiting volunteers
So, you don’t have a volunteer squad… yet. Recruiting volunteers is simpler than you’d think, especially if you’re organized. Start by creating application forms and handing them out to relevant organizations or institutions. After all, students are always looking to add some volunteer experience to their CVs. Use that to your advantage and appeal to the younger generations!
Assign Specific Roles
Volunteers are just like your regular employees (besides the obvious financial difference), and each one will have a different skill set from the next. Assign volunteers different roles depending on their personalities and individual strengths. There are plenty of areas in your event that will require additional help, such as registration, ushering, tech support, photography, and video. Just be sure to prep your volunteers beforehand so that they understand their responsibilities prior to the event.
Pro Tip:
Provide your volunteer squad with team t-shirts so that they stand out in a crowd. If attendees have a question or need to speak to an event organizer member, they shouldn’t have a hard time recognizing who they need to approach.
Making Your Registration / Sign-In Process at Easy as Possible
Simplicity is key, particularly when it comes to registering or signing in your event attendees. This process should be streamlined and straightforward. We’ve come up with a few ways to help you organize your event sign-in station to make the sign-in process a breeze.
Facilitating Sign-Ups
Communicate with your event attendees ahead of time to remind them to sign in either individually or with their group. Do so either by an email reminder, SMS, and posting about it on your event’s social media channels. Additionally, make sure that there’s wifi on your event buses so that any last minute attendees can sign in through their mobile device on the road!
Have a defined process
Planning out your event down to the littlest of details is imperative if you want your event to go off without a hitch. Having a defined sign-in process in place to facilitate the crowds of attendees is one of the best ways to ensure a smooth arrival for your guests.
Step one: put up signs. We know, this seems like a basic instinctual effort, but we can’t stress enough just how important big, bold signs are in directing people to where they need to go. Install signs at the entrance of the event directing attendees to your sign-in/registration station so that they know where to go as soon as they get onsite.
Next, start the sign-in process. Check that each attendee is registered in your database, and then distribute any swag or event-related documents that have been prepared for guests.
Lastly, direct them to where they need to go next. This is typically a conference hall where the opening ceremony will be taking place. Make sure that your reception hall is well-stocked with snacks, coffee, and water!
Going the Extra Mile for Food
If there’s one way to keep your attendees happy, it’s by providing great culinary options to tame their hunger pangs. When choosing a caterer, make sure that they’re able to accommodate foodies from all walks of life. This means offering veggie/vegan options, as well as meal options for your gluten-free attendees. Putting in the extra effort to make sure that everyone can grab some delicious grub within their dietary restrictions/preferences will go a long way!
Finding Your Ideal Venue
Whether you’re planning a wedding, a corporate conference, or any other kind of event, we can all agree that where you choose to hold your event is one of the most important parts of event planning. From making sure that there is enough space capacity to hold all of your attendees to making sure that the location has an appropriate AV/tech setup to accommodate your technical and digital needs, a lot of research goes into choosing an event venue. We recommend starting to look for a venue up to a year in advance – the earlier the better!
Providing Places to Sleep
As an event planner, not only are you responsible for finding the perfect venue, but also for finding ideal accommodation for out-of-towner guests. If you’re planning a large event, chances are you’ll be able to get a group discount at a hotel. Just make sure that you are able to book attendees at the same location, and try to book far in advance.
Strive to Make Your Event Inclusive and Empowering for All
Making sure that every guest at your event is comfortable and feels included in activities should be high on your priority list when putting together the theme and agenda of your event. Strive to organize an event that is educational, inclusive, and empowering by making sure that all activities and talks are grounded in positive, forward-thinking intentions. In short, make sure that guests will walk away from your event with a smile on their face, feeling motivated, as opposed to feeling like they’ve been slighted, no matter how unintentionally.
One last pro tip: Optimize your Google Calendar
Take advantage of awesome (and free) organizational tools, like Google Calendar. While you’re likely already using Google Calendar to some extent, consider this your secret weapon in planning out your event to a T. This tool offers tons of features that most event planners don’t use to their advantage, for example: emailing your daily agenda to your team. This keeps everyone in the loop to the events leading up to your main event, and keeps important tasks top of mind. It’s all about using the tools at your disposal, after all!
April 22, 2019
Choosing a Corporate Retreat Venue, Texas Style
If you are lucky enough to be from Austin, Texas, you probably have high standards for certain things: a pit BBQ that runs all day rather than the cafeteria BBQ-style restaurants in most parts of the country; an annually-occurring music festival that just happens to be critically-acclaimed; and, most likely, the kind of corporate retreat that reflects the glory of the Lone Star State.
Forget your run-of-the-mill team building activities! Whether camping, ranching, just enjoying a hacienda, the areas surrounding Austin offer a number of options for your corporate retreat. They’re all just a short bus ride from Austin and will give your team a chance to discover what a ‘retreat’ really means.
Read on to uncover the most unique retreats Austin has to offer!
Camping for Corporate Retreats
Get out there and enjoy a truly unique camping experience in the Lone Star state. Known for its natural beauty and diverse terrain, Texas offers outdoor getaways for any style of camping your company is looking for. All just a stone’s throw from Austin!
Collective Retreats
Photo courtesy of Collective Retreats
If enjoying the vast natural wonders of the outdoors while maintaining every day comforts and convenience is your angle, Collective Retreats could be your choice of corporate retreat. Sitting on a ridge overlooking Montesino Ranch, this glamping retreat boasts a collection of high-end luxury tents replete with creature comforts, including a wood burning stove, private bathroom, back deck, and the king size bed. Tents are also stocked with bathroom essentials, coffee and tea, and even travel books and boardgames.
Located under a shaded wood area on Ranch grounds, this retreat really does give your team the unique outdoor experience. Collective Retreats also features a communal Pine Lodge and the many activities in the surrounding areas so that your team members should find ample opportunities to enjoy a shared experience. Offered activities of note include wine tasting tours, horseback riding, and farm to table dinners.
With a tent capacity of two, collective retreats is well-oriented for smaller groups, but has no minimum or maximum of guests. Contact their events’ department to enquire about organizing an unforgettable corporate retreat on their luxe camping grounds.
Airstream Park
An airstream park is the unexpected change of scenery your team needs. Picture courtesy of Aistream Park.
If quirky RV camping is more your team’s style, then you should probably check out Airstream Park. In a secluded oak tree oasis located in the heart of Austin’s Soco, this retreat offers all the amenities of a luxury trailer park.
The airstreams trailers are surrounded by lush tropical plants and rock way paths, all leading to a large rock patio and chairs. The luxury airstreams themselves have all the comforts of home, including wifi, TV, kitchen, and bathroom essentials – offering a truly unique outdoor experience.
With twelve beds total, Airstream park can accommodate 16 or more depending on the needs of the group. Nearby activities include an outdoor movie room, girls’ night out, and a burgeoning urban nightlife nearby. As an added bonus to all canine owners, Airstream Park is dog friendly, as well!
Ranch Retreat
If a rustic weekend is more of what you had in mind for your team, then you might want to check out one of Austin’s fine luxury ranches!
Candlelight Ranch
Photo Courtesy of Candle Light Ranch
Located in Texas Hill Country on the north end of a lake, Candlelight Ranch is a daytime corporate retreat offering anything from team building sessions to group events. As their site puts it, “Candlelight Ranch’s 40 acres include a beautiful grotto and spring-fed creek surrounded by grasslands and oak mottes.”
The property features a number of rustic ranch-style houses and other facilities, perfect for accommodating most groups and their team building activities. Ones to note are the Fisher House (the original homestead on the property), a very large treehouse, and two on-site teepees.
Candlelight Ranch also offers organized activities such canoeing, horseback riding, yoga, and hiking. And with a capacity of 40 people, and the mission statement to make your corporate retreat the best one ever, this unique ranch-style getaway could be ideal for your team.
Private Haciendas & Villas
If you’re looking instead for a personalized retreat that will pamper your team with luxury Texas charm, a private villa or hacienda may be just what you are looking for. Each property has its own idiosyncratic beauty while maintaining that good ol’ Austin aesthetic.
4. Texas Style Hacienda
The perfect breakfast meeting is just breakfast! Picture courtesy of Texas Style Hacienda.
True to its name, this ranch-style home boasts 5 acres of private land overlooking the sights of Texas Hill Country. The house itself boasts beautiful archways, a circular staircase, expansive concrete countertops, a fully-equipped professional kitchen, tree-top hill country views, and a large wood-burning fireplace (which is rare to the area).
A structure of high design, this large luxury house has a capacity of 24 guests for a minimum of two nights, with nine bedrooms, four bathrooms, and two living and dining areas. Truly a space for any style or group, the private grounds also allow ample opportunity for group picnics or BBQs. This Hacienda is also located near many neighbouring golf courses, marinas, music venues and public parks.
5. Highland Lake View Villa
Brainstorm around the fire pit, and new ideas are sure to ignite! Picture courtesy of Highland Lake View Villa.
If you’re searching for something for a smaller group that doesn’t compromise on beauty, there are many luxurious private villa homes at your disposal within the Austin area. A memorable example is the Highland Lake View Villa near Lake Travis.
A central courtyard with its soft spoken use of plants compliments the engaging architecture within and surrounding the villa. The view and proximity to the lake alone are guaranteed to give each guest a memorable experience!
With a capacity of fifteen (7 bedrooms, 12 beds), the villa offers an undeniable coziness, and boasts one of the only hot tubs in the area. With a minimum stay of two nights, your team is sure to have to chance to enjoy all the onsite amenities, as well as explore the surrounding area, including pools, parks, music, and BBQ.
6. South Austin Home
This beautiful Texas home has a ton of recreational facilities for your team to bond and unwind. Picture courtesy of South Austin Home.
Of course, your team doesn’t always have to go big to have fun. There are a number of slightly less extravagant properties around Austin that are ready to accommodate your corporate treat.
This South Austin Home, for example, has fun features like a pool, treehouses, and nearby zip lines and vineyards. With 5 bedrooms, the property can also accommodate up to 15 guests.
The house also features a large main room, gourmet kitchen, indoor fireplace, TV, wifi, and room amenities, such as bathroom essentials. A mere 30 miles from downtown Austin and near lake Travis, your team is sure to get the Austin retreat experience while still being able to relax and experience on your own terms.
Team Building in the Lone Star State
In any workplace, an annual team retreat is a great way to boost morale and foster communication and cooperation. And when it comes to transporting your team en masse, a bus rental is a great way to get everyone safely there.
June 7, 2018
12 Essential Things to Do Before Booking Your Venue
A lot of other details, like the date, hinge upon where you decide to host your event. Therefore, site selection is a huge influencer in the success of your event, and will dictate the rest of your planning. Your space needs to be of the perfect size and in the perfect location. So, to get the most out of your venue, it’s best to figure out the logistics of your bookings earlier on.
1 – Allocate your budget wisely
After speaking with a few event organizers, we’ve come to the realization that venue is where most of your budget will go and is your largest expense right before food and transportation. So, before you even start thinking about potential venues, set budgetary constraints. That way, you can eliminate options whose cost don’t fall within your budget from the get-go. Be as meticulous as you can when building you budget since even the smallest of oversights can cause major setbacks.
2 – Decide on your guest list
Before you even start looking at venues, know who you’re targeting with your event, and get a good idea of how many people might be present. Having a solid grasp on your guest list will also guide you in choosing a venue geared towards your attendees’ personal preferences. You’ll obviously be seeking different types of venue depending on who’s invited. You won’t cater to C-level executives and business people in the same way as you would for music festival goers or hackathon participants. Though not a foolproof plan, incite people to RSVP to your event – that’ll help you figure out what your demographics are, and give you an extra nudge in the right direction.
3 – Choose a space of proportionate size
Factor in the number of attendees that you expect to receive and plan accordingly. If you’re thinking about welcoming hundreds to thousands of people at your event, better not be stingy. Choose a venue of the right capacity, and avoid the risk of having your space being incredibly jammed. The last thing you want is to end up with an overcrowded location with hardly any room to breathe. So, make sure your space can indeed hold at least as many people as you have in attendance.
4 – Research and lobby early
Get a head start on your location research, and begin lobbying early – think as far as a year in advance! Popular spaces like conference rooms or stadiums aren’t always available because most event organizers snatch them up way ahead of time.
5 – Explore unconventional sites
Not one for the typical hotel and conference room? Try holding your event in a more unusual spot. Common options that can accommodate a large number of people are generally hard to find at a reasonable cost. When working with a tight budget, keep in mind that every space has its peak season. To keep costs in check, consider alternative locations that will still offer the same level of quality facilities that you need, but with a much better price tag.
Some organizers will vouch for convenience and will choose a venue that’s easy for your attendees to reach. We agree… on some level. People should definitely be able to get to your event, but there are ways to make things work without having to sacrifice creativity. Convenience shouldn’t be a cause for constraints, and you shouldn’t restrict yourself to the typical and mundane. The important thing is finding a venue that caters to your guests’ needs, and that’ll entice them to come.
Want to host your event in the middle of Times Square, or even on the outskirts of Texas? That shouldn’t be a problem. Just be sure to you provide the right means of transportation to get your attendees safely to and back from your event. And when traditional transportation won’t cut it, buses are a great alternative and sometimes the only way to get there. For instance, you could set up a bus route to take your guests from a specific pick-up location, like a school or an airport, straight to your event. Convenient? We think so.
6 – Get creative in your search
Finding an impressive and unique venue can take up hours, or days at a time, even for the most experienced event planners. A creative way of searching for your next venue is to browse through Airbnb listings. One of its relatively lesser-known features is its “Suitable for Events” checkbox. You can access this option whenever you search for places that can hold more than 16 guests by filtering through “Amenities.” With tons of options like warehouse studios, art galleries, professional workshop areas, corporate spaces, luxurious bars, or even private screening rooms, you’re bound to find a venue suitable for any kind of event.
You can also check out Eventup, a startup that acts as an online marketplace for venue spaces that lets you easily search, compare and book top-tier locations to host your next event. They have over 10,000 venues under their belt across the United States starting with traditional banquet halls. But where Eventup truly excels is getting you exclusive access to upscale and far from typical venues that’ll help you curate the most memorable experiences for your guests.
7 – Visit the event site
So, you’ve finally picked out a few options for your ideal location. Next step is visiting these places to get a better idea of what you’re getting yourself into. Getting to know the staff will also help you see how accommodating and friendly they are, and what their level of expertise is when it comes to event planning. When meeting venue managers, ask for a list of events that they’ve helped coordinate in the past and a few pictures so you can visualize how you’re going to set things up on your end.
Better yet, get a walkthrough of the space so you can start familiarizing yourself with the venue’s layout, and notice important items like possible hazards, fire exits and parking spots. This is also the perfect opportunity for you to get a feel of the ambience, and see if it’s well suited for your guests and the overall tone of your event. You want your venue to convey the right message to your audience, and that can often be worked into the existing decoration and architecture of the space.
8 – Figure out what other services the venue offers
Services offered will not be the same across all venues. Find out what the venue’s staff can provide and take care of, or if you need to factor in some of your own time to prep for tasks, like set-ups and tear downs. Other things that you should consider are wifi, security, transportation, parking space as well as specific venue constraints like alcohol permits, decoration, audio-visual, and whether outside food and catering is allowed.
9 – Take note of when your event is set to occur
Remember, different seasons mean different issues. Make sure you have the appropriate equipment to deal with them. Something that might happen during colder months might not occur at other periods during the year. Imagine being smack dead in the middle of winter, and trapped inside with other toasty warm bodies where open windows aren’t an option. Better think of other ways to ventilate the area, or run the risk of having an unpleasant time.
10 – Get feedback from other event organizers
Do some extra digging when it comes to your venue. Do your research, view track records, and know who you’re dealing with. You can start off by checking out reviews on Yelp and TripAdvisor to get a general feel first. Then, ask other event planners in your network if they’ve had any experience with the venues that you’re considering. Word-of-mouth and personal advice is often times key in selecting a venue that’ll be best suited for your needs.
11 – Negotiate your venue fees
In order to put yourself in the best of positions to negotiate rates, find out what goes into your venue fees. Get a handle on what’s covered (and what’s not) like liquor licenses, tables and seating arrangements, meals per guest, taxes and liability coverage. Remain on top of your finances and know which forms of payment are available, what the payment schedule is like and what’s the venue’s refund and cancellation policy. You wouldn’t want to foot the bill for unnecessary items.
As previously mentioned, check if the venue has all the amenities that you need – if not, use it as leverage during negotiations. If venue managers are inflexible on price, try bargaining for extra services rather than bringing the price down. You could ask for things like getting access to sound equipment at no additional cost or having more staff like security on hand.
If possible, be flexible with your dates as well – offering up different alternatives can help you negotiate better pricing and lower rates for the venue.
12 – Book and confirm your venue
Once you’ve selected your venue, make sure that your contract states which facilities have been booked, the date and time of your reservation, the payments required as well as other contractual agreements like cleaning up, so neither party gets any nasty surprises.
But signing your contract doesn’t mean that it’s all over and done. Don’t just assume that your booking is safe and completely dismiss it from your mind until the last week before the event. Stay in touch with the people in charge of the venue to ensure that your booking remains as it is and does not get double booked.
There are a lot of details you need to keep in mind when organizing an event. We’ve done the research so you can make the kind of decisions that’ll earn you a standing ovation.
Keep checking the blog for more advice on issues that event organizers face, and how to successfully manage them!
February 2, 2018