The venue has a strong impact on the success of any function. Finding the perfect conference venue can be challenging. That's why we have compiled the results into the top 7 tips for choosing the perfect conference venue for you!
Accessibility
Venue is one of the most important key elements for your conference. You should check the accessibility so that participants can easily reach the location by automobile, plane, train, or public transport.
Budget
You should have a set budget before you begin negotiating with conference venues. It is important to understand all the details of what is included in the price you'll pay when you visit the venues. All-inclusive conference packages are easier to calculate and more predictable while adjusting your budget. Be careful to choose cheaper places to avoid drowning in hidden costs after the meeting.
Facilities and Technology
Make sure that the venue can hold all the technical equipment. If your event requires more than the standard data projectors, screens, and whiteboards, ensure that the venue can hire specialized technical equipment for you.
Staff
Imagine that; you have a problem with the sound equipment just before the start of the conference. You cannot reach the technical staff, or they cannot fix the problem easily. After 20 minutes, your participants were already bored, and maybe they started to leave the hall. It will be a disaster for your conference. Be sure that the venue has professional staff and is ready to help when there is a technical problem.
Capacity
The size and capacity of the rooms must be just right; being too small will create overcrowding. If the conference room is too big for the number of participants they will lose concentration and share ideas.
Food and Drinks
Good food is a good mood! Choose a venue known for providing fresh and healthy foods, so delegates are ready to work again and revived after the break. You should make sure that you can accommodate any food allergies and special diets.
Parking
To investigate whether there are enough parking spaces for the number of participants. Some venues will be able to offer discounted rates to venue guests in local parking lots. You can also use Uber, i-Taxi, etc, and provide a promotion code for your participants.