A well-designed conference venue is equipped with the facilities to bring together a team and promote positive change, whether it involves tackling a business issue or introducing an innovative strategy.
Moreover, suppose you are offering your colleagues and associates a dedicated space for gathering, free from the noise and distractions of a typical office environment. In that case, this will stimulate the minds of conference participants, leading to improved business results.
However, the search for the perfect conference room requires a tailored approach rather than a one-size-fits-all solution. Various factors must be taken into account to ensure that the space and venue are not only suitable for the intended purpose but also contribute to providing an exceptional experience for attendees.
In this blog post, we’ve compiled a comprehensive list of criteria for selecting the ideal conference room, along with some IA Meeting recommendations to simplify your search.
Criteria To Determine – What Makes A Good Conference Venue?
1. Location:
Ensure that wherever you book is conveniently situated near public transport, parking facilities, and accommodation. Opt for a venue centrally located or with excellent transportation connections to airports and train stations, especially if you expect delegates or spokespeople traveling from afar. While on-site parking isn’t mandatory, sufficient alternatives should be available for attendees who drive.
For conferences spanning multiple days, prioritize venues with abundant eateries, shops, and attractions nearby. Given that business conferences typically address various topics over several days, it’s crucial to guarantee that attendees have access to all necessary amenities within the vicinity.
2. Technology:
In hosting a conference, technology plays a pivotal role. It can be exasperating if the rented conference space lacks appropriate equipment. Ideal spaces feature built-in projectors and screens in every meeting room, complemented by wireless Internet connectivity throughout the premises. Furthermore, it’s advantageous to ensure the A/V equipment has undergone prior testing and scrutiny from past conferences held at the venue, minimizing potential technical glitches during your conference. Exploring the availability of additional sophisticated equipment for rental is also recommended.
3. Capacity:
The anticipated number of conference attendees and the chosen furniture layout dictate the space’s capacity. For instance, if you expect around 50-60 participants, renting a vast conference hall for up to 600 guests doesn’t make any sense.
Whereas if you opt for a smaller meeting room, this will create a more comfortable and pleasant atmosphere. Besides this, it’s advisable to secure a venue with at least 25% more capacity than required, facilitating ticket sales and accommodating last-minute RSVPs without turning guests away.
4. Ensure Proximity to Hotels:
In case the venue isn’t situated within a hotel, suitable accommodations must remain within reasonable reach of the event. If the venue isn’t within walking distance, it’s advisable to explore whether the hotel offers a transportation service. If not, consider the availability and cost of taxi or car services for participants.
5. Adhere to Budgetary Limits:
The venue is likely to constitute the most significant portion of your conference expenses. Take stakeholders and sponsors into account, ensuring that the venue’s atmosphere aligns with the event’s vibe. For instance, if budgets are constrained or recent layoffs have occurred, organizing conference in luxurious hotels might not be suitable. Instead, explore second-tier cities and unconventional venues.
Furthermore, inquire about multi-year contracts for reduced prices, flexible or off-season dates for discounted rates, and other available discounts.
6. Staffing
Ensure sufficient support staff, including concierge, waitstaff, and security, to handle the demands of your conference day. Verify the availability of a dedicated venue coordinator for on-site assistance. Confirm the provision of tech support to ensure seamless presentations and prevent attendees from wandering in search of Wi-Fi.
7. Venue Layout
For large or multi-day conferences, consider various space requirements for meetings, coffee breaks, and exhibitors, as these choices directly impact conference success. Before selecting a venue, draft a basic schedule and estimate the number of panels required. Opt for venues with flexible arrangements that can adapt spaces to suit changing needs, simplifying planning processes.
8. Great Menu
An essential aspect of a quality conference center is its catering options. Attendees, especially those at full-day or multi-day events, would prefer on-site food and beverage accessibility. Check that your chosen venue offers diverse food selections, including vegetarian, non-vegetarian, and gluten-free options, catering to all dietary preferences. In addition to saving time and money, on-site catering simplifies event planning by eliminating the need for external vendors to coordinate.
9. Cleanliness:
Imagine stepping into someone’s home and finding trash scattered everywhere, with no effort toward maintaining a clean environment. Would you want to attend an event in such a space? Ensure that the venue provides bathroom attendants and cleaning staff to maintain cleanliness throughout your event.
In certain luxury conference venues, kitchen access may not be granted. It’s essential to confirm with your host beforehand regarding any restrictions. If food preparation space is available, you should be able to store your items in their fridge or freezer without concerns of cross-contamination.
10. Consider branding carefully:
Select a venue that reflects the image you aim to convey to stakeholders and sponsors. Inquire with the venue manager about potential conflicts with other on-site events that may contradict your conference or brand message. Additionally, explore available advertising and branding options. Can you display advertisements in the elevator or advertise on in-house plasma screens? Prioritize branding—it’s crucial to ensure you can execute it effectively!
Wrapping Up
In conclusion, when scouting for the ideal conference venue, it’s essential to bear in mind that the minutiae matter. Opt for a location equipped with appropriate technology to avoid any hitches during your conference. Lastly, remember to prioritize aesthetics. Ensuring that attendees of your conference or workshop have a pleasant experience will foster anticipation for next year’s event. Moreover, if you still not sure which place to choose as your conference venue then let IA Meeting team help you as we are a global conference organizer since 24 years – +91 96506 94817
