Planning an event incorporates various aspects like defining the agenda, invitation, and finalizing the venue. Conference venues may be present in abundance around you, but not every venue is the right choice for your specific requirement. A perfect conference venue should be a place which has the right features and amenities that will make your event a grand success. The choice for the venue for a conference also largely depends on the kind of conference and the number of guests that are expected to be present along with the budget.
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| Conference Venues |
A Step-By-Step Guide to Short Listing Conference Venues:
- Identify the Agenda- Identification of the main agenda for organizing the event and what is going to cover in it is extremely important. Based on this you must choose the conference venues. For example, if it’s an annual meet up event of any organization which is large in its scale then you would need a large space which can accommodate hundreds of audience.
- Number of People to Attend the Event- One of the common questions that you will encounter is the number of people expected to attend the event. Every venue provider has a minimum guest or seat provisions. So based on this they will offer you the conference venue. Make sure that you have the right information about the number of people attending the event.
- Accessibility of The Venue- Another point that you need to take into consideration is the accessibility of the venue from all important parts of the city. The conference venue chosen should not be in outskirts or at a distance which is inaccessible by the majority of the attendees. Make sure that it is approachable by public transportation as well.
- Lodging Facility If Needed- Some conference venue comes with lodging facility as well. Many guests who are coming from a different state or country might want to stay in order to attend the venue. So depending on the budget you have in hand and the requirement of the guests you can search for venues with accommodation a well.
- Budget to Be Maintained – When you are out searching for a conference venue you must be having a predefined budget in mind. Make a spreadsheet which has all the major costing categories mentioned as you proceed with your research. These are items like audiovisuals, catering, staff expenses, venues, and marketing material costs and many others. With this, you should be able to figure out the costing of the entire project and would also be able to be in a negotiating position with the venue provider if the situation arises.
- Facilities – You must ask the venue provider about the various facilities they will provide as a part of the booking. For example, some may provide complimentary breakfast or tea, audiovisuals, notepads, etc.
- Do A Site Inspection- This is the most crucial step and you can never miss this? You must never finalize the venue before physically visiting the place. Many a time, there is a huge difference between what the venue provider claims and what they offer. To save yourself from last-minute changes and surprises it’s paramount that you must do the site inspection. In addition, it also helps you know how to plan and design the event such that everything executes seamlessly on the D-day.
Shortlisting conference venues can be a tricky affair, but with the above-mentioned pointers, you would be able to find out the right place for your event. In case you are also selecting the venue arrangements for serving the guests make sure that the team is educated and well presented and have the right training for such events.
