Choosing the right venue for your conference is one of the most important things to focus on when organizing one and often times this step is overlooked…
Here are 10 tips on how to choose an amazing venue for your next conference or event:
1. Accessibility: The location of the venue is essential if you want a large amount of people to show up. Make sure that attendees can easily arrive by air, rail or car. Another important thing is sufficient parking space or valet services. Also, check if there are restaurants or other attractions nearby to allow more event networking occasions.
2. Accommodation: If the venue is not located within a hotel, you’ll need to make sure that there is one within a short distance. Walking distance would be ideal but if not, arrange a shuttle service for the attendees.
3. Availability: If your venue is available, check the availability of other ones as well. If your event is going to be held in the high season, the amount of traffic in the common areas will be increased and it may affect networking opportunities.
4. Suitability: The venue should reflect your event’s image! It should be also the most appropriate place for your target audience, so they feel comfortable at all times.
5. Costs: Of course the less you’ll be paying, the better so don’t be afraid to ask if the venue would lower the fee if you were going to come back for another event.
6. Staffing: Make sure to have enough wait staff, concierge support, and security for your event. Also, if there is an on-site event coordinator, they can assist you on the day of your event.
7. Facilities: Think about audiovisual equipment, stages, and microphones… Seating arrangements and sponsor areas are also very important so make sure that the venue will help you with all that.
8. Branding: You have to take advantage of branding opportunities. You have to confirm which branding opportunities are available throughout the facility, not just where the event will take place.
9. Technical: Charging stations and Wi-Fi availability for your attendees is essential! If the venue doesn’t provide these, you’ll have to do it yourself. Tech support on the day of the event is also a big plus!
10. Food and Beverage: You don’t want your attendees to be hungry or thirsty but most venues provide food and beverage facilities. If not you’ll have to arrange an outside catering company. An important thing to think about is food allergies or special diets!
With the right venue for your conference you are one step closer to organizing a perfect event, so make it your top priority in the early stages of preparation.
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