6 Important Things to Consider Before Choosing a Venue for a Conference
Jan 2, '20 1:27 PM
Adil A Langoo
The inception of an idea is behind the start of every conference. Enhancing brand awareness, discussion of niche related problems, discussion of cutting edge technologies or rewarding employees on their performance, the goal and objectives will determine the structure and style of your conference. From gathering speakers to securing sponsors, your to-do list seems to be never-ending. Before shaping this plan in reality, a conference planner or organizer has to decide certain key elements and one of them is the selection of a venue. With 36% of event planners spending most of their budget on the venue, choosing an event space becomes one of the most important and challenging aspects of the planning process. To make it a bit easier, we have gathered 5 important points that need to be there in every planner To-Do list.
The first and foremost question a planner needs to ask is that, is the venue available on the date of the conference? If so, then you can move on to the next question.
The style of your conference venue is important to think about during your venue search. Does your venue reflect the image of your organization? It’s okay to challenge the norms to a certain extent, but there’s no point trying to be something you’re not. If you’re a corporate company with a formal approach to running your business a typical conference venue with tiered seating might be just what you’re after. If you do go the route of a traditional venue check out these unique seating layouts to jazz up your event.
The location of the event venue is paramount for maximizing event attendance. At 63%, accessibility is the biggest factor in choosing an event destination (EventMB). Before determining the location, ensure that transportation is readily available to the venue so that attendees can easily arrive by air, rail or automobile. If your attendees are comprised of VIP’s or high-level executives and the only flights available require more than one leg, you may lose participants. Also, confirm that there are ample parking or valet services for attendees who chose to drive to the venue.
You’ll find many venues that offer accommodation or provide some discounts on lodging in nearby hotels. Through partnerships with hotels, conference venue hosts gain a competitive edge that makes it a popular practice. If your conference will last longer than one day, finding suitable accommodations should be one of the key tasks. Killing two birds with one stone would be finding a hotel that can accommodate all guests and has suitable conference space capabilities.
Seek out a venue that has all of the components that you will need available for the event. This includes audiovisual equipment, stages, and microphones, You also have to be mindful of the set-up capacities, paying specific attention to seating arrangements and sponsor areas, as well as if you’ll have the ability to engage outside vendors and utilize break-out rooms.
Food and Drink
Another aspect to consider when organizing a conference is food and drink. There’s nothing worse than a hungry guest. Not having enough food or drink will make your guests agitated and unhappy. Having excessive food can break your budget. Conference venues often have food packages included or as an extra option. Negotiating with the venue and understanding exactly what you are going to get for your money is vital. The type of food you provide should completely depend on your guests. The type of venue, target audience and underlying theme of your event should determine what food you provide.
Now you have all the tips, tricks and processes to consider when planning a conference to ensure you find the perfect venue for your conference. The most important thing to remember is that the initial planning steps and brainstorming sessions will help your conference venue search profoundly. It will make sure your venue is aligned with your values and aligned with your attendees, offering them the best experience possible.