The Essential Factors You Should Remember when Choosing a Venue for a Conference
Are you planning a conference? Whether this is your first time or nth time, you surely know how important it is that everything goes smoothly and according to plan. Whilst you may never be able to prevent unforeseen circumstances, such as weather disturbances or rowdy guests, you can still make your conference as well-organised as possible with the proper planning and foresight. But along with planning your conference comes choosing your venue. The venue plays an important role in various ways, particularly in the comfort of your guests and participants and the overall ambience and atmosphere of your event. Here are the essential factors you should remember when choosing a venue for your conference.
The venue’s location is paramount; you want your participants and speakers to be able to conveniently access the venue via different means, be it by car, air, or by public transport. An accessible venue will also encourage more attendees. Make sure the venue you choose also has ample facilities for parking, as well as valet services for VIPs. Another consideration in regard to location is the venue’s accessibility to a number of dining and entertainment options; your venue should ideally be located near various dining or entertainment venues, so you can maximise the number of attendees.
The venue’s atmosphere
Once you have some potential venues, you also have to decide whether the venues on your list are suitable for the kind of event you are organising. Does the venue add to a positive image and impression of your event, or does it detract from it? You want to give speakers, VIP guests, and attendees a good impression, and a suitable venue for the message you want to impart counts for a lot.
Many organisers opt to choose hotels as venues, especially if the hotel can offer a range of facilities and venue sizes, from large conference venues to breakout rooms and the like. If you decide to go for a venue outside a hotel, make sure it is near a hotel at the very least, or confirm whether the hotel can provide you with a shuttle service. If you want to lessen the expense and hassle of looking for transportation for your guests, then the best solution would be a venue within a hotel or at least within walking distance from a hotel.
The venue’s availability
When you have found a prospective venue, it’s important to confirm its availability. This includes confirming whether or not the date you have in mind is peak season for the venue or the area where it is located. If it’s peak season, you may have to contend with a larger amount of traffic, particularly in common areas such as pools, restaurants, lounges, etc.