Choosing a venue for a corporate dinner or reception in London is about more than finding a room that can fit everyone. The right space needs to suit the type of event you’re planning, work for your guests and give you the practical support you need on the day.
If you’re comparing venues, these are the things worth looking at before you make your decision.
Start With the Atmosphere you Want
Think about the atmosphere you want to create for your guests and how the format of your event will influence it.
A seated corporate dinner will tend to feel more formal, with guests seated together for the meal, while a drinks reception offers a more relaxed and informal setting where people can move around, mingle and network. For a seated dinner, you’ll need to consider table layouts, dining capacity and space for speeches or presentations, while a reception may need more room for guests to move around.
If your event includes more than one part, think about how the spaces can work together, from drinks before dinner to a separate area for entertainment later in the evening.
At Gray’s Inn, our range of historic rooms means there’s flexibility to plan different types of corporate events, from smaller dinners and private dining to larger receptions.
Consider your Guest Numbers and Room Layout
Your guest list will have a direct impact on which rooms are suitable, but capacity isn’t the only thing to consider.
Think about how you want the room arranged and what your guests will need to see and do. A presentation or awards evening, for example, may need a layout that gives everyone a clear view of the front of the room, while a dinner will require enough space for your chosen table arrangement.
When comparing venues, ask for capacities based on the specific layout you’re considering, as it might be different to the room’s maximum capacity.
Think About Location and Getting There
A central London venue like Gray’s Inn can make things easier for guests travelling from different parts of the city or arriving by public transport.
Look at the nearest stations, walking time from public transport and whether guests will have straightforward access to the venue.
Explore the Food and Drink Options
Food is an important part of a corporate dinner or reception, so find out what the venue can provide before you book.
For a formal dinner, you might want a fine dining menu with several courses. For a reception, canapés, bowl food or grazing tables may be more appropriate. You may also want to ask about drinks packages, wine pairings, reception drinks and options for dietary requirements.
It’s also useful to find out whether the venue has an in-house catering team or works with an established catering partner, and how much flexibility you have when planning the menu.
Gray’s Inn works with Searcys to provide catering for corporate events, with options ranging from canapés and bowl food to fine dining menus. Bespoke menus, food stations and grazing tables can also be considered depending on the event.
Check What You Need for Presentations and AV
If you’re hosting a corporate dinner or reception, you may also need space and equipment for speeches, presentations, awards or entertainment.
Before choosing a venue, check what equipment is already available and what can be arranged.
Think about where it will go and whether it will work with your chosen room layout. It’s much easier to plan this before you’ve confirmed the venue than to work it out later.
Several of our corporate event spaces have built-in AV facilities, with options including screens, microphones and equipment for presentations. If you have any additional requirements, we can connect you with our trusted AV supplier.
Ask What is Included in Your Event Quote
Before comparing prices, find out exactly what you’re getting for your budget.
Ask whether the quote includes room hire, catering, furniture, AV, staffing, cloakroom facilities, security and any event management support. If you need entertainment or additional suppliers, check whether there are any restrictions on who you can use.
It can also be helpful to ask who your main point of contact will be during the planning process and on the day itself.
Visit the Venue Before you Decide
Photos and floor plans can tell you a lot, but visiting the venue gives you a much better sense of the space.
Look at how guests will move through the event, where they’ll arrive and register, how the room feels with your proposed layout and whether there is enough space for everything you want to include.
If you’re considering Gray’s Inn for your next corporate dinner or reception, our events team can talk you through the different spaces, capacities and catering options and help you work out which would suit your plans.
Looking for a Corporate Event Venue in London?
Once you have all of these elements confirmed, you can choose the venue that works best for your event.
At Gray’s Inn, you’ll find a range of historic spaces in central London for corporate dinners, receptions, networking events and client entertaining, alongside catering by Searcys and support from our experienced events team.
Get in touch with our events team today at 020 7458 7960 or [email protected] to discuss your event and arrange a visit.
Photography credits
Liz Isles
