Whether you're planning a conference, a training course or another event, finding the right conference venue is essential. There are many factors to consider beyond the obvious concerns such as budget. If you're looking to host a conference, considering the following areas should help guide you to the perfect venue.
Venue Appearance: Make sure your delegates get a good first impression on arrival. With a little research, you can find an impressive-looking conference venue at a very reasonable price. If you're able to visit a venue beforehand, take a look around and get a feel for its appearance and facilities. Alternatively, the venue website may offer a photo gallery or even a virtual tour.
Location: Are you expecting delegates to travel from a wide variety of locations, or are they based in the same area? Bear this in mind when looking at conference venues. Also take into account how you expect delegates to arrive; If the majority will be travelling by car, is there sufficient parking (and, if so, does the venue charge an additional fee)? Alternatively, are there good links with public transport?
Size and Seating: A good starting point is to consider the number of delegates attending, and ensure that your chosen conference venue can comfortably accommodate that number. Another important factor is the seating layout. How do you envisage the room being laid out? Many conference facilities offer a choice of rooms with various seating plans, from large theatre-style layouts ideal for larger presentations, down to small boardroom-table plans for meeting-style conferences. Consider which layout would work best for you.
Accommodation: If your conference covers more than one day, or even if delegates are travelling a long distance to be there, it's a good idea to offer overnight accommodation. Don't assume that this restricts you to hotel conference venues, however. A number of conference facilities offer accommodation, so it's worth checking.
Facilities: Think about the equipment and services your conference will require, from the essentials down to the 'good to have'. For example, many speakers use PowerPoint presentations; Does the venue provide the means to display these via projector and screen? Are you planning a large event in terms of audience and, if so, would it be helpful if a microphone and sound system were provided for speakers? Also consider facilities which, whilst not contributing directly to the conference, will enhance the delegates' comfort and enjoyment of the event. Natural lighting, air conditioning and broadband access can all add to the experience.
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