8 Tips for Choosing the Perfect Conference Venue

by Varun Mishra Web Designer

Selection of venue directly affects success of your conference. Many factors contribute in selection process of conference venue. In this article you will get 8 tips for choosing a perfect conference venue:

Accessibility: Location of your conference significantly affects number of people attending it. Conference venue should be near to all major landmarks in the city like railway station, bus stand, airport etc. this way transportation is easily available for guests from out of town. Major attractions of the city, restaurants, museums and shopping locations should also be accessible from the conference venue.

Parking: If most of your conference attendees are high class delegates then they are supposed to arrive by car. Check if the parking space is sufficient for all the attendees of conference. If at last moment the parking space get full and there is no place of some of the members then this inconvenience will seriously upset them.

Catering: Catering service is an important point to consider while choosing conference venue. Some conference venues have their own catering service while some don't. You need to book an external catering service. But conference venues with catering service should be preferred as it is a cost effective option. External catering services may charge you more.

Accommodation: If some of your guests are coming from other cities and other countries then they are not likely to know anything about your city. If your conference venue is not hotel then you need to search for accommodation facilities near conference for your guests. Conference venue should be at walking distance from guest accommodations.

Facilities: Conference rooms offer facilities like security services, spa or gym, pool table, printer, free bottled water etc.. These facilities vary from venue to venue. Some of them are for free while you have to pay extra for some. Check which of these facilities are available at your venue.

Staff: It is going to be a hectic day for you and things always go wrong at last minute, ensure that there is sufficient staff to assist you. Check how much wait staff, caretakers and security staff for your event. Also check if you have a venue coordinator dedicated just for your event to handle any last minute issues.

Technical amenities: Mobile network reception, wi-fi speed are things your guest can worry most hence check the technical amenities available at your conference venue. Check if the venue has enough electrical sockets for your guests to charge their phones. Audio visual equipments, microphones are need of every conference venue, make sure your conference venue has it. It is better to have tech support available throughout the event for any technical difficulties.

Costs: Rental fees of conference venues vary depending upon the time of the year. At peak season when demand is high, prices get doubled or more so schedule your conference at low season. Prices are less and venue is most likely to be available during low season. Choose a weekday between monday to thursday to get even more discounts.