A Guide to Selecting the Perfect Conference Venue

Choosing the perfect corporate meeting venue is one of the most important decisions you will make when planning your conference. It should fit your budget, accommodate the expected number of attendees and delegates, and be able to provide the technology you need for presentations.

It should also be easily accessible to all your delegates and speakers regardless of whether they are traveling by plane, train, or automobile.

Budget

Ensure that you have a clear idea of what your budget is for your conference venue. This will allow you to sift out venues that aren’t in the right price range. You can then focus on the ones that do offer your desired services and amenities within your set amount of money. It’s also a good idea to have a budget management tool such as Xero or Quicken to help you break down the costs of each item that you need for your event.

If you have an estimated list of attendees for your conference, it’s important to choose a venue that can accommodate the number of people you’ll have. Otherwise, the rooms will be too small to feel comfortable for your guests. Also, if the venue has a smaller capacity than your expected guest list, you’ll risk violating fire and safety codes by not adhering to their maximum seating requirements.

The venue should have hi-spec audio-visual equipment if you’ll be hosting presentations or need to record them. Additionally, it’s important to check whether the venue has a high-speed Wi-Fi network that’s been tested for multiple and simultaneous users.

A lot of your guests will be bringing their own devices to your conference, so make sure that the venue has ample charging stations for them. You should also ensure that the conference venue is accessible to those with disabilities. This means that the door openings need to be wide enough for wheelchair access and that they have sufficient accommodation options for those who need it. It would also be a good idea to check whether the venue offers sign-language interpreters and service animals, as these are a few of the most common accessibility needs for conferences.

Venue Size

When it comes to event planning, the venue is one of the most important decisions you’ll make. Whether you’re looking for a sleek and modern hotel ballroom or a rustic warehouse with exposed brick walls, the right conference space can set the tone and create a memorable attendee experience.

When choosing a venue, you’ll want to consider the maximum capacity for the event. This will help you determine whether the venue is a good fit for your conference’s size and budget. It’s also important to consider the layout of the rooms and the seating style. Ensure that the rooms are suitable for your conference’s panels and breakout sessions and that there is enough space to accommodate everyone comfortably.

During the initial planning stages, it’s helpful to establish who your target audience is and what they’re hoping for from the event. For example, if you’re organizing a conference for forward-thinking companies or progressive organizations, they may be more interested in a unique venue that challenges convention.

If you’re hosting a large conference, it’s important to choose a venue with sufficient parking and easily accessible by public transportation or other means. This will ensure that your attendees can find the venue without a hassle and will be more likely to attend.

Another key consideration when choosing a conference venue is the technology and AV equipment they offer. You’ll want to make sure that the venue has a variety of projectors and screens, as well as high-speed Wi-Fi throughout the building. Having this in place will prevent any unexpected technical difficulties during your conference and ensure that attendees have a positive experience. Fortunately, most venues will be able to provide the necessary equipment and services to meet your needs.

Venue Atmosphere

During the first phase of your conference planning, establish who your target attendees are and what type of environment they would like to be in. This will help you choose a venue with the right atmosphere that will resonate with your audience and encourage them to interact with one another.

You’ll also want to find out how many people you expect to attend the event so that you can make sure the venue has enough space. If you’re expecting more than 1,000 attendees, for example, only the largest conference venues will be suitable.

In the same vein, you’ll need to look into how much space you need for breakout areas or for those wishing to mingle with other guests between sessions. A breakout area that is too far away from the main conference room may cause them to miss parts of keynotes and presentations. It’s also important to find out if the venue has enough networking space or vendors to set up stands, depending on your conference’s agenda.

A convenient location is essential for maximizing attendance, especially if your speakers or key guests are traveling from afar. You’ll need to ensure that the venue is close to public transport links and has ample parking areas, as well as being within a reasonable distance of hotels in case guests wish to stay overnight.

In terms of facilities, it’s a good idea to start with the most essential. Your guests will likely expect strong Wi-Fi and charging stations, and you should also look into whether or not the venue has microphones and AV equipment. Identifying these crucial factors early on will allow you to strike out any spaces that don’t meet your requirements and give priority to those that do.

Venue Technology

It’s always important to choose a venue that is equipped with the technology you need. This includes things like projectors, screens, microphones and more. If you’re unsure what kind of equipment you need, it’s a good idea to ask the venue as they may be able to advise you on what they have on offer and what you might want to bring yourself.

Another important thing to consider is the venue’s location and accessibility. If possible, try to find somewhere that is close to public transport links and has plenty of parking spaces available. This will help your attendees to get to the event easily and avoid any unnecessary stress or frustration.

In addition, it’s a good idea to ensure that the venue has an internet connection suitable for your event. Your attendees will probably want to check email, text their friends and family and post on social media during the conference, so it’s important that the venue has a strong Wi-Fi connection that is tested to handle multiple users at once.

Finally, it’s a good idea to check out any digital products that the venue offers. These could include things like interactive whiteboards, which can be used to enhance the learning experience and make presentations more engaging. They can also increase the amount of interaction and collaboration between attendees.

It’s a good idea to start looking for your perfect conference venue well in advance of the event, ideally at least 12-18 months before the date. This will give you the best chance of securing a place at a venue that is suitable for your needs and will allow you plenty of time to negotiate any deals you need.

Venue Staff

The location of the venue is one of the most important aspects to consider. If you have delegates or spokespeople coming from a different region, it is crucial that they can easily access the venue and get there without any hassles. Public transport links, ample parking space, and accommodation near the venue are all important considerations to bear in mind.

If you’re hosting a conference for attendees with disabilities, it is vital to ensure that the venue is accessible. This means that it should have a lift or ramp for wheelchairs, and it should be suitable for people who use sign language, have hearing impairments, or are visually impaired. You should also check whether the venue is equipped with accessible bathrooms and if there is adequate space to accommodate guests who require special assistance.

During the selection process, it’s also worth finding out whether the venue has the staff on hand to help you with your event. This can include concierges, waitstaff, and security. It’s also worth checking whether they will be able to assist with any technical issues that may arise during the event.

Choosing the perfect conference venue is not an easy task, but with careful consideration and planning, you can find the perfect place to host your event. Start by setting a budget and ensuring you have enough money to cover your expenses. Once you’ve done that, determine the number of people you expect to attend and narrow down your options from there. It’s also important to consider the ambiance and room layout of the venue to ensure that it suits your theme and is ideal for your audience.