If you are planning to run a conference for your clients, partners, or customers, having the right space is exceptionally crucial. Finding the right venue can be a tedious task. You will have to gather speakers, secure sponsors, arrange food and beverage, and many other things to make the event a success. The to-do list may seem never-ending and overwhelming to you. You will have to do all of this without exceeding the company budget.
When it comes to organizing a conference, the first step would be to find the right venue. It can be a challenging process but following the correct parameters to select the space will help in shortlisting the best possible options. We are going to mention seven secrets that could help you land the best conference venues for your event.
One of the factors that are highly paramount in ensuring maximum event attendance would be the location of the venue.
You need to maintain at least 63% of accessibility when choosing the venue location. Before you finalize anything, you will have to make sure that proper transportation facilities are available to reach the venue. Ample parking space would be another factor you need to consider, primarily if your attendees comprise mainly of high-level executives or VIPs.
If the conference venue isn’t in a hotel, you will have to make sure that there would be suitable options for lodging accommodations at a reasonable distance from the venue. If the distance is not walk able, then shuttle service must be available.
When you are looking for venues, you will also have to check whether the places are on par with the image of the event. The venue and the theme of the event need to be in sync. The image will play a crucial role in influencing your target audience.
The venue staff ratio is necessary because it will help you understand the security, concierge support, and wait staff of your conference event. You will have to deal with a lot on that day, and you will need people who will be on your side in case of issues.
Look or a venue that will have all the components of your event covered especially technology. It may include microphones, stages, audio-visual equipment, seating arrangements, and so on. There should also be proper generator backup, air-conditioning, and Wi-Fi readily available for use.
Food and Beverage
When you are throwing an event, you will have to see that the food and beverage department is covered. It should be available onsite. If there is no facility, you will have to look for outside vendors nearby who will be able to provide catering services.
As you will have a budget for organizing the event, you will have to go through options that do not exceed it. It needs to be a perfect fit for the event you are throwing. You may also have chances to lower the costs, so do not hesitate from negotiating.
By keeping these factors in mind, you will be able to shortlist the best venues for organizing your conference event in a heartbeat.