Organizing a conference can be a daunting task, and one of the most important decisions you'll make is choosing the right venue. The right venue can help create the right atmosphere, and provide the necessary facilities to make your event a success. Here's everything you need to know about finding the perfect conference venue for your next event.
Factors to Consider When Choosing a Conference Venue
When choosing a conference venue, it's important to consider the following factors:
- Location: Choose a location that is easily accessible for attendees, with good transport links, nearby accommodation options and amenities.
- Size: Choose a venue that can comfortably accommodate the number of attendees expected. Make sure that there's enough space for activities such as exhibitions, networking areas, and breakout sessions.
- Facilities: Look for a venue that has the necessary facilities for your conference, including audio-visual equipment, Wi-Fi, and catering services.
- Budget: Establish your budget and stick to it. Look for a venue that meets your requirements without breaking the bank. Look beyond the rates and establish what added value the venue provides - often a cheaper rate won't include some of the things you might expect to be provided.
- Reputation: Choose a venue with a good reputation for hosting successful events. Ask for references and check online reviews, whether the venue has won any awards or has industry accreditations.
Questions to Ask When Visiting Conference Venues
When you visit potential conference venues, it's important to ask the following questions:
- Availability: Check whether the venue is available on the dates you require but be open to flexible dates. Often the venue might be able to give you a better deal at off-peak times.
- Capacity: Confirm whether the venue can accommodate the number of attendees expected, and if there are any restrictions on space. The venue will charge you based on the size of the space so only book the space you need to achieve your event objectives.
- Facilities: Check that the venue has the necessary facilities for your conference, such as audio-visual equipment, hybrid facilities for people who can't attend in person, fast and reliable Wi-Fi, and good catering options.
- Costs: Get a detailed breakdown of costs, including any additional charges for facilities, services, or equipment.
- Accessibility: Check that the venue is accessible for attendees with additional needs/requirements, including wheelchair access and hearing assistance.
Tips for Negotiating a Good Deal
When negotiating with a conference venue, consider the following tips:
- Be clear about your requirements and budget from the outset.
- Ask for discounts for multiple events or bookings.
- Negotiate on additional services such as catering or technical support. The venue will be more open to providing additional value than they will be giving you additional space without charge.
FAQs
Q: How far in advance should I start looking for a conference venue?
A: It's best to start looking for a venue as soon as possible, at least 6-12 months in advance. This will give you more options and allow you to negotiate a better deal.
Q: How much should I budget for a conference venue?
A: The cost of a conference venue can vary widely depending on the location, facilities, and size. It's important to establish a budget early on and stick to it. This will help you find a venue that meets your requirements without overspending. Be open to advice from the venue - they see conferences every day and are well-placed to help you plan your event, which could save costly mistakes down the line!
Q: Should I choose a venue close to my office or in a different location?
A: It depends on your conference goals and the location of your attendees. If most attendees are local, it makes sense to choose a venue close to your office. If attendees are traveling from different locations, choose a venue with good transport links and nearby accommodation options. Don't forget to ask about parking - many venues won't provide enough parking, or will charge you for it.
Q: Should I book directly with the venue or use a third-party event planner?
A: It depends on your preferences and experience. Booking directly with the venue can help you negotiate a better deal as they won't have to pay large commissions to a 3rd party agency. However, using a third-party event planner can help you save time in sourcing the right conference venue for your needs.
