Looking to book a top conference venue for a meeting or event? What are the top things every good conference venue should have, and a few of the common pitfalls encountered with many venues.
Conference management
Does the venue have a dedicated conference planning team who will work with you to ensure each part of the conference is a success? This should include at the very least full management of the facilities you are booking with the venue and ideally advice on the entire process.
The room
You should have a good idea of numbers of attendees to your conference or event and this will to an extent dictate your choice of venue. Does the venue have enough room to accommodate all your attendees? If more people turn up on the day- is there any flexibility?
Technology and facilities
If you're going to have speakers and presenters, more than likely the'll want facilities such as a projector, internet access and a power source at their disposal. Lighting will also be important depending on the nature of the presentation so the conference room should have some flexibility in this respect.
Catering
If it's an all day event or just a few hours your delegates are going to want refreshments so find out if the conference venue can provide catering and if not, what alternate arrangements are in place for providing food and drink to your conference delegates?
The location
Think about where your conference delegates will be coming from. Pick a location which is central for the majority of your delegates. Cost will also come into this; for example if you're based in Brighton there will be lots of conference venues available but move 5 miles away to Lewes and you'll find superior facilities for a lower cost.
The price
This is going to be influenced by a number of factors. Obviously number of delegates- often conference venues will be priced on this basis. Location- inner city locations will likely be more expensive (but you may save on other costs i.e. transport or hotels). Service level- you can get outside events organisers to plan the whole conference, but you'll have to pay for it.
Accommodation
If your delegates are traveling to you or the conference runs over a few days chances are you'll be expected to arrange hotel accommodation. Many conference organisers choose to hold their conferences in hotel facilities for this very reason. Local hotels are a good place to start looking for conference venues as most larger premises are now geared towards this business as much as the hotel business itself.
This is just a quick guide to choosing a good venue for your next conference, the next step will be to approach a few possible venues and talk to their conference team who should be able to advise you further and prepare a proposal with detailed costs. Good luck with your conference!
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