The venue for these events can be crucial as it will not only be key for the running of the conference itself, but it will also reflect your organisation’s image.
You therefore want to make sure the venue meets all your expectations and does your company justice in the execution of the event. Whether you’re organising a gathering, conference, seminar, or corporate experience, we’ve prepared a handy list of the key things to look for in a venue to help you in your search for the perfect location.
Martin Stevens of ProperEaze comments: “the venue of any conference or event really sets the tone and will be a contributory factor to the success or failure of the event. You need to choose a location that reflects the business and brand that is hosting and doing so will help the event or conference succeed and achieve its goals.”
1. Cost and Budget
Arguably the most important factor to keep in mind when venue searching is the cost. Before you even begin your research, plan how much you’re aiming to spend on the event, budgeting for catering, location, table and chair hire, as well as any goodie bags or equipment required. This will automatically narrow down your search and save time in the long run as you’ll only look into genuine venue possibilities. This will also make your planning more organised by setting realistic budgets for every element of the event or conference.
It's also essential to consider additional amenities the venue offers, like audio-visual equipment and event WiFi, which can greatly enhance the experience for both attendees and presenters.
2. Location
Next, you’ll need to think about where would be best for your event to take place. Common conference locations include restaurants, halls, convention centres, and even boutique hotels (source: The Pillar Hotel) as they are able to hold large numbers and come with ample parking spaces. The location will set the scene for your conference so make sure you choose somewhere which reflects the image of your company and the values you represent. It is also important the venue location is accessible for all your guests so be sure to take this into consideration when viewing your options.
3. Facilities and Features
Depending on your event or conference style, you need to ensure the venue has all the facilities needed for the day to run smoothly. This might include microphones, tables and chairs, exhibition space, and kitchen facilities. Also, ask the venue provider which features are included in the price or whether they cost extra – you certainly want to avoid hidden fees before proceeding with any agreement. Plus, if the venue does not have some essential facilities for your conference then it might be worth looking elsewhere for a more accommodating location. Additionally, consider inquiring about television rental options if you require multimedia equipment for presentations or entertainment purpose.
4. Capacity
Similarly, your chosen venue should have enough capacity and practicality for all your guests. Consider the venue’s layout and accommodation options as some guests may need to stay overnight depending on how long or far away the conference is from their base. You also don’t want to choose a venue that is too big or too small and leaves guests crammed or feeling exposed in an oversized room. Getting the capacity right is key to conference success.
5. Available Staff
Finally, it is worth checking whether there will be available staff to help with the running of your event. It is likely you’ll be super busy on the day so having extra pairs of hands can make the world of difference. This might include catering staff, security, or concierge support – many of whom are often available in hotel-based venues. Tech support is another good idea as failing technology can be a nightmare during large-scale events and look bad on you as the organisers. Understanding who can support your conference and getting the day planned to perfection will be crucial when running such an event, so definitely make sure to look into the various factors and compare providers while still in the planning stage.