There are plenty of factors to figure in when planning a conference or event. I’ve created a help page with some ideas of things you may want to consider when planning a conference or choosing a venue. Location & Transportation - Do you need to be somewhere central in the UK or Europe or anywhere else in the world? - Do you want to be in a city centre or on the outskirts of town? - How are your delegates travelling i.e. do you require access to public transport, motorways or car parks? - Is there car parking onsite, if so is there a charge? (Quite often car parking may be an additional charge to the delegate rate) - If there isn’t any public transport close by, how will your delegates get to the venue? - Consider the weather or even other local events taking place that may have an impact on your event both for availability and access. Venue Suitability - Is the first impression a good one? - Is the venue available on the required dates? - How flexible is the venue should you need to change the date? - Does the venue fit the company’s image or the image you’re trying to project? - Will the venue appeal to your target audience? - Can you brand areas of the venue with your company’s logo/information? Cost - Does the venue fit within your budget? - Have the best rates been negotiated (either by yourself or an agent?) - Does the price quoted include everything you need for your event? - Are there any extra costs that you need to be aware of? (such as bottled water – is that included in rate or just jugs of water?) - Does the price include all the equipment you need? (Sometimes specialist equipment may have to be hired in) Facilities - Is the room offered large enough for the style and numbers for your event? - Does the room have enough space to move around comfortably in? - Are the toilets close to the meeting room? - Are there any pillars in the meeting room that might obstruct viewing? - Does the venue have all equipment required for your event? - Is WIFI required and available at the venue? - Will the catering be provided in the meeting room, outside the meeting room or in another area? In which case, are these areas adequate and easy to get to? - How close to the room is the kitchen? (the last thing you want is cold food for lunch!) - Does the venue offer leisure facilities if required? - Is the venue fully accessible for disabled delegates? - Is accommodation provided onsite if required? Additional things to think about - If at all possible, arrange to see the venue and room/s. - If you are to have more than one room, check to see if the rooms are close by – the last thing you need are your delegates having to walk half a mile to get to your breakout space! - If you are able to visit the venue before making a decision, see if you can sample the food or at least see a sample menu. - Are the staff attentive on your site visit? If not, it may be a clear indication of how they will be for your actual event. - When is payment due and is it possible to set up a credit account so that you can be invoiced after the event instead of having to pay up front? - What is the cancellation policy for the hotel? Remember: - Don’t underestimate the value of food and beverages to a successful event. - First Impressions really count - Quality service is essential to a well executed event, no matter what star rating or standard the venue is.
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