How To Choose The Right Conference Venue

Choosing the right setting for your next event or conference is crucial to its success and there are a number of factors to consider when selecting a venue.

Here are some of the key questions to ask yourself when looking for the right conference venue;

•  Does the venue reflect your business and its values? It is essential that the conference facility accurately represents your business’ identity and image.
  
  
• Will the venue’s staff provide the right experience for your attendees? Staff should be well presented, helpful and customer service driven ensuring that your guests are given the best experience possible whilst attending your event.
  
  
• Is the venue in the right location? Consider where your guests will be arriving from and assess whether the venue is easy for them to get to. If you have attendees arriving from different parts of the country it is advisable to choose a location with good transport links and with accommodation close by in case overnight stop-overs are required.
  
  
• Availability. Check that the venue is available on the dates required and the amount of flexibility offered by the venue on changing the booking date should you need to.
  
  
• Is it the right size? Check the seating capacity of the venue to ensure you have enough room for all of your guests. Likewise, if you are holding a relatively small event you will want a more intimate setting.
  
  
• Will equipment be provided? Key items such as projectors, electronic whiteboards and stationery are often included when hiring out conference venues. However double check with your provider that this will be the case.
  
  
• Is there reliable internet access? Providing free wi-fi and internet access for your attendees and speakers is an important part of hosting a good conference.
  
  
• Are refreshments provided? You will also need to confirm that attendees with special dietary needs, vegetarians and vegans can be catered for.
  
  
• Is there a bar or restaurant area for entertainment and post-event networking?
  
  
• The cost of hiring the venue will also hold considerable weight when you are making your decision. Some key points you need to consider are; whether a deposit is required and if so is this refundable? When is full payment required? Can the price be negotiated or are there any discounts available? What is their cancellation policy?
  

When choosing a venue for your conference it is important to visit in person so you can get an accurate view of the size, location and general feel of the conference venue. 

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Created on Dec 31st 1969 18:00. Viewed 0 times.

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