Finding a great venue for your next conference

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Events
Corporate
Topic Finding a great venue for your next
conference
IE
May 2016
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• A crucial component for any conference is the
  VENUE
• It can be the determining factor whether a
  conference is a success or a failure.
•  
• This presentation will give you the tools to
  help you shortlist venues that best meet your
  needs.
• With so many venue options out there, it is
  important to establish criteria.
• Firstly, write down what the objectives for the
  conference are, so they remain top of mind.
• Now, lets look at the five key considerations
  to help you shortlist and then decide on a
  conference venue

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• Consideration 1 Location
•  
• How accessible is the venue from transport hubs?
• Do you need it to be close to an airport?
• What accommodation options are located nearby?
• Are there any off-site experiences that you
  need the venue to be close to?
• What do the answers to the above mean in regards
  to transfers for your delegates?
• What is the reputation of that location?
•  

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• Consideration 2 Venue
•  
• Is the star rating aligned with the image of
  your conference and target delegates?
• What is its availability for the dates you
  require?
• What is its history hosting conferences?
• Does the venue include other services that you
  may require?
• Can it host the numbers you wish to attend?
• Is the venue wheelchair accessible?
• Is it likely to fit within your budget?
• How and where will the venue allow you to
  display your conference branding and signage?
• Does the venue exhibit friendly and attentive
  staff and a clean environment?

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•  Consideration 3 Conference Rooms
•  
• Does the room have the space you require?
• What are the possible room configurations for
  the number of delegates likely to attend?
• What range of chairs tables does it offer?
• What is the air conditioning like with large
  numbers of people and your ability to change it?
• What is the ability of the venue to facilitate
  your lighting and audio visual requirements?
• What are the acoustics like in the room?
• Does the room have natural or artificial light?

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• Consideration 4 Accommodation
•  
• How long will it take delegates to travel from
  their hotel room to the conference room?
• Does the standard of accommodation venue match
  the conference venue?
• What are the room types and bed options?
• Is there wifi available in rooms?
• What is the air conditioning like in the rooms?
• What other extras does the accommodation venue
  have that can impact on a delegates experience?

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• Consideration 5 Catering
•  
• What menu options can be provided?
• What are the dining options such as sit down
  lunch, morning and afternoon teas, canapés,
  formal dinner?
• Does the venue offer catering packages and what
  is included for various minimum and maximum
  numbers?
• Can they cater for special dietary requirements?

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• Being planned from the outset
• Going in well planned will save you a lot of time
  and effort in shortlisting suitable venues and
  ultimately deciding on one that meets your
  conference needs and objectives!
• Answer those questions yourself first to create
  your ideal venue.
• Source feedback from past conference clients
  about the venue.
• Conduct site inspections of the potential
  conference venues and accommodation.
•  

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Find out more about our free VENUE FINDING
service
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