Marketing June 4, 2015 Last updated September 18th, 2018 1,700 Reads share

What to Look for When Choosing a Conference Venue

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Are you looking to choose a conference room for your next corporate event? There are a lot of things to think about when you are choosing your venue, so make sure that you have the right specifications in mind. Whether you are holding a small meeting or conference, or a huge

Venue Size

Is the room large enough to hold all of the delegates who will be attending the conference, as well as any audio visual equipment, catering tables and other extras? Keep in mind that the screen projectors and AV equipment can take up quite a bit of space. There should be enough room so that delegates can be seated comfortably, not crammed together. Make sure that the ceiling height is high enough to fit the screen that you want to use for your presentation and that everyone will be able to see the screen from where they are seated.

Also, consider the space in the rest of the venue as well. After your delegates attend the conference or meeting, will there be enough room for them to move around the facilities? Are there enough parking spaces and bathrooms to accommodate everyone? If the conference is taking place within a hotel, will there be enough hotel rooms available for the delegates who want to stay at the hotel?

Just like Goldilocks, you want a conference venue that is not too big, not too small, but just right.

Venue Technology

Will the venue be able to support the technology that you want to use? For example, is the Wifi strong enough to handle video conferencing? Do they have a sound system already installed in the conference room or will you have to hire one yourself? Do they have a large screen for a video presentation?

Visit the venue so that you can check out the technology that they have to offer. If they do not have the technology that you need, you could hire an independent audio-visual firm to bring in the equipment that you need. Make sure that the venue has enough space and the appropriate number of electrical sockets to install the equipment. If the person representing the venue doesn’t know the answers to these questions, ask to speak to someone else there who has a better understanding of the technology that is on hand.

Venue Staff

Another important factor when you are choosing a conference venue is the staff. Are they friendly and helpful and are they prepared to do their best to ensure that you have a create conference? Or, are they unhelpful with a bad attitude and poor customer service skills? What many people don’t realise is that the staff of the venue will make a big difference when it comes to your experience booking the conference.

You will be dealing with the staff a lot during the process of setting up this conference, so make it easier on yourself by choosing a facility with friendly and helpful people. It can help to get the name of a key person whom you can co-ordinate with, so that you don’t have to keep explaining your needs again and again to different employees. Once you have found someone who is easy to work with and understands your needs, it will be much easier to set up conferences in the future.

Venue Location

The location of the venue is a very important factor. It should be somewhere close to a major city in the region and accessible by public transit, or it could be very inconvenient for your guests to reach. No matter how great your conference is, if it is a pain for your guests to get there this will create a negative impression and dampen their experience.

If you do find the perfect venue but it is a little bit out of the way, you could consider offering a shuttle service to the nearest city at the beginning and end of the conference day. There are plenty of luxury country hotels that are ideal for conferences and are only a short drive away from major cities.

Venue Price

Of course, price will be a factor when you are choosing a conference venue as well. You will likely not have an unlimited amount of money to spend on your conference, so you will need to balance your budgetary limitations with your needs.

The best strategy is to come up with a budget beforehand and stick to it, so that you aren’t tempted to overspend. Take a look at the different prices that are available for venues and compare with the services that they offer. Also, don’t be afraid to try negotiating for the price of a venue. If you are holding a large event there and spending a lot of money, you might be able to haggle for a discount. It never hurts to ask! If you can save a little bit of money on the conference venue, you will be able to spend more on other aspects of the conference – such as hiring better speakers or providing higher quality food.

These are just a few of the very important factors that you should be considering when you are choosing a conference venue. Take your time when you are choosing a conference venue, the location that you choose will have a major impact on the success of your conference.

Images: “Landscape photo of conference room interior from lecturn./Shutterstock.com

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Calvin Ford

Calvin Ford

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