Planning a business conference starts with selecting an event venue. The location of the conference needs to be convenient to those who need to attend, or it needs to be near to hotels and other facilities. This location needs to be large enough to hold your guests in a comfortable fashion. At the same time, it needs to include the features valuable to your event’s success. What should you be looking for when selecting a location?
Get the Basics
Before seeing any location, contact the facility, find out if the date of your activity is available, and if the day before is open as well. This ensures that you have plenty of setup time. Additionally, find out if the location is large enough for your needs. If there is an events planner on staff, talk to that person directly about your needs. Then, plan an opportunity to meet with the professionals.
Consider Your Needs
Before arriving for a tour of the grounds of the event venue, take the time to consider what your needs are in particular. Depending on the type of evening you are planning, it is important to think of both the function’s goals and the guests’ needs. This includes considering the following:
- Seating arrangements (i.e. presentation arrangements, tables, and tradeshow setups)
- Lighting for the evening
- Audiovisual equipment, as needed
- Menus for meals, including accounting for the specific needs or limitations of some individuals
- Transportation to and from the facility for guests
- Is it close to the airport, hotels and other business amenities for out of town guests?
Determine what the planned events will be for the conference. Then, discuss with the company whether or not they can achieve your goals.
Touring The Facility
Your business conference needs to go well. For that to happen, you need to know the staff is prepared and experienced enough to help you through the process. This includes having a professional to help with setup of every element of the conference. Discuss limitations on things such as changing the seating in various rooms in between presentations or creating breakout rooms for individual group meetings or exercises. Discuss any concerns you have about cleanliness, organization, and impression. Does this location impress you? If not, it will not impress your guests either.
Planning business conferences take time. The best event venue for your conference is the one that can provide for every detail and make your job of planning the event easy to manage. Those with skill and experience in this area make it easier for you to feel confident about the service you will receive. Do not overlook the importance of selecting the best possible location for this engagement. You need to impress guests.