The venue you choose for an event dictates the chances of success. In other words, picking the wrong one could very well ruin the entire event, especially if it is a formal one like a conference. So, before you tell your boss that you already found a place for that all important business conference, you first must guarantee that you indeed chose the right one. To do that, you must learn what to look for in an ideal conference venue.
Here are a few points to consider:
1 – Focus on the location.
You should consider where your attendees, bosses, and speakers will come from and how they are supposed to reach the venue. Even though all the participants in the conference will have to travel to get there, the one thing you should avoid is choosing a site that is almost remote in location. For instance, you cannot select conference venues where there are limited access roads and no other means of transportation than a private vehicle. You cannot assume that all participants are driving their cars to get there.
2 – Learn more about the venue facilities and amenities.
Regardless of the conference being low-key or a big one, you obviously need some audio-visual technology. You need something for the speakers to cover the entire audience successfully. The best conference venues – theplayford.com.au come equipped with modern amenities for holding successful events, and the list includes speaker systems, digital projects, interactive whiteboards, Wi-Fi, and flip charts.
3 – Pay close attention to the size of the venue.
You must hire a venue with enough size for all the attendees and speakers to fit in comfortably. Since you are responsible for finding the place for the conference, everyone will blame you if he or she ends up having to sit close to each other while rubbing their elbows. You also want to avoid choosing a 500-seater conference hall if you only expect about 50 people.
4 – Do not forget to negotiate the charge.
Most if not all venues have flat rates, however, it does not hurt if you try to negotiate. Who knows, you might even get a reasonable deal if the prospective event venue knows that there are more affordable options for you out there. It is a matter of knowing how to be fair and practical in the negotiation process.
5 – Book it way ahead of time.
While you spend a lot of time looking for potential venues, there comes a time when you have to finally end your search and pick the best out of your list. Once you do that, be sure you agree on the price and then book it. Do not wait for a few more days because you could end up looking for another venue since someone else beat you to it.