Tips for Choosing The Perfect Conference Venue
So you have been delegated the task of organizing a conference, what do you need to consider? Choosing the right conference venue is not an easy decision as there are many factors needing to be taken into account.
Having a location with amenities and space to hold one or more events for your delegates is essential and finding the exact place that provides what you need at a reasonable price and fits in with your time frame and expectations. You don’t want just any old room, you want something suitable and unique!
Here are some basics to get you started:
- Find out how many people will be attending each day and then work out how much space/chairs/tables etc. they need. That will give you an idea of how much space you need.
- Work out what facilities are available at your chosen location, things like toilets/lifts/parking spaces etc.
- Check if there are any business requirements, i.e. meeting rooms or wifi access, not to mention catering requirements, are they included in the price?
- Find out who owns the building so you can liaise with them exclusively about anything else you might need.
- How accessible is it for delegates? How far away is it by any public transport that’s used in your city? What would attendees have to pay to get there if they don’t drive? Again, make sure you know what your delegates will be using, as this can be a significant consideration.
- What are the surroundings like? Do they fit the theme of the event? Is there anything nearby that might be distracting to attendees?
- Make sure you know if it’s possible to use the location for other things as well. For example, is it business hours only or can you hire them out in off-peak times as well? If so, what time do they shut and would this clash with any events you plan to hold at the same venue?
- Will there be enough space to meet all your requirements, even if just for storage etc.? What will happen if numbers increase unexpectedly?
- Once you have found a place that seems suitable, check with those delegates who would be attending to see if they have any other requirements you haven’t thought of. This could range from separate rooms for specific sessions to having enough power points/wifi access.
- Meeting rooms are an important consideration as well as being separate from other rooms for noise reasons. Ask your guests how many will need one at their event and what type of meeting room?
- Will you need parking spaces? If so, check with them about how many are required at the venue. Is the location easily accessible by public transport? Can it accommodate large wheelchairs, too if needed?
- Finally, does it fit into your budget and time frame? Remember that everything needs to come together ideally on the day and before and after. You don’t want to be rushing around trying to get your event set up on time. It needs to run flawlessly!
Now you should have a pretty good idea of what type of venue you are looking for.
Conclusion: The bottom line is, when choosing a conference venue, always put your attendees first. Consider their needs and preferences, and make sure the space can accommodate everything from the sessions to the social events. And don’t forget about you – make sure the venue is affordable and in a convenient location for you and your team. With these tips in mind, you’re well on your way to finding the perfect conference venue for your next event!
