From gathering speakers to securing good sponsors, your to-do list seems to be never-ending. One important and challenging aspect in the planning process is choosing a venue. To make it a bit easier, here are 10 tips for choosing the right conference room for your corporate event, conference or even a trade-show.
The location of the event venue is paramount for maximizing event attendance. Before determining the location, ensure that transportation is readily available to the venue. It would be easier for attendees to arrive by air or road – anywhere that is preferable. If your attendees are comprised of VIP’s or high level executives, you want a top notch event. Also, confirm that there is ample parking spaces for attendees who chose to drive to the venue. Most importantly make sure that there are restaurants or other attractions nearby that are open to either pre or post event to maximize additional event networking opportunities.
- Lodging Accommodations
Firstly, if the venue is not located within a hotel, then there needs to be suitable lodging accommodations within a reasonable distance of the event. If the venue is not within walking distance, there should be provision for taxi or car services for participants.
Once you find out the venue is available, check to see if the outer/other spaces are available as well. This will impact the level of traffic in the common spaces and may preclude organic event networking opportunities (pool, VIP lounge, etc).
Does the proposed venue reflect or detract from the event’s image? It’s important that the venue is clearly aligned with not only the image that you are trying to project, but also that it’s the most appropriate place for your target audience as well.Be mindful of your stakeholders and sponsors. Ensure to ask the venue coordinator if there will be other on-site events that clash with your event or branding message. If this happens, it might not be too good.
Budget constraints should be conveyed to the venue from the start. However, if you have found the perfect fit for your event, ask if they would consider reducing the cost in exchange for a multi-year contract. Please, don’t be afraid to negotiate!
Find out the attendee to venue staff ratio to determine if there will be enough staff on board, concierge support, and security for your event. You will have a lot on your plate during the event, so check if there is an on-hand dedicated venue coordinator or designated staff to assist with any issues that arise.
Seek out a venue that has all of the components that you will need available for the event. This includes audiovisual equipment, stages, and microphones, You also have to be mindful of the set-up capacities, paying specific attention to seating arrangements and sponsor areas, as well as if you’ll have the ability to engage outside vendors and utilize break-out rooms.
It’s very important to consider the ease of branding opportunities. Branding is key, so make sure you can do it! Ask the venue coordinator what branding opportunities are available throughout the facility, not just in the event space itself. There are very important questions to ask before you sign a dotted agreement.
It is important to see if the venue offers charging stations and Wi-Fi availability for your attendees. If not, this is an additional element you will need to provide. Also, determine if there will be tech support available on hand during your event. Nothing irritates attendees more than having their mobile device fail due to power failure or wandering aimlessly around the event searching for Wi-Fi.
- Food and Beverage
Thirsty people? Not at your event! Most venues provide on hand food and beverage facilities. However, be sure to ask if you have the ability to bring in outside catering. Ask if they can accommodate food allergies or special diets, if they can manage additional last minute attendee requests, or if attendees are able to order a la carte during the event.
Now, you can tackle one aspect of the planning process and not miss a step! You can visit ogaVenue to book conference halls. If you have any other tips to help with venue selection, please leave it in a comment below . There are many other aspects of an event to worry about, even including event technology.