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Choosing Your Conference Venue: Things To Remember

By Alexander Mason

Republish: EasyPublish™ Published: 05Jan2012 Word count: 447 Viewed: 90 time(s) Get Free Content For Your Site

If you are planning to host a conference, corporate event, or meeting, taking the time to do an extensive investigation on where you are going to hold it could help you out in the long run. Your choice of venue will reflect significantly on your competencies and standards, so it pays to make sure your choice is suitable and provides all the necessary facilities to make your conference go off without a hitch. The first thing you should do is make a list of all the things you will need during the day. This will help you when you want to consider the cost, or more specifically the value for money you're getting. When approaching several conference venues, you should always to try to get a quote about the day rate, as well as any cancellation charges, and match these against your criteria. For example:

Overhead Projector

Screen Flip Chart and Stand

Marker Pens

Computer (with internet access)

TV and DVD/Video player

Coffee/tea and biscuits throughout the day

Catering

If the conference facilities include accommodation, and you require rooms, make sure to find out whether the fee will include an evening meal and breakfast. When booking, assume nothing is included, and ask about the cost of additional services:

Spare rooms

Telephone calls

Photocopying

Emails

Flip chart pads

Video camera Computers (and Internet)

Aside from the services provided inside the venue, it is always advisable to check the features of the building itself, making sure that it is suitable for your attendees throughout the day.

Location- is it convenient?

Parking- is there enough?

Delivery arrangements (if necessary)

Staff- are they friendly/helpful? Access to training room- will you have 24 hour access?

Room size- is it big enough?

Heating/Air Conditioning- will your attendees be comfortable?

Lighting- Artificial lighting can strain the eyes. Is there enough natural lighting?

Power sockets- do you need adapters for all your additional gadget and equipment?

Equipment- does the conference facility already provide some equipment, and is it shared?

Disabled Access- does the facility have the appropriate layout and resources in place for wheelchairs etc.?

Security- is there somewhere to keep your equipment safely and securely?

Above all, when deciding where you are going to hold your event, it is always advisable to make sure that the venue is actually experienced in supporting corporate events, as your attendees will certainly know the difference if it is not well organised and run smoothly.

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