5 Essential Tips To Choose The Best Conference Venue For Your Event

When you've been to a few conferences, you soon come to expect the conference venues and function centres to have all the facilities you need

. If you had to think of five essential tips to hand on to any conference planner what do you think they would be?

Everyone has different expectations but these five tips are certain to be on every good conference planners list.

Location. Make sure the conference centre is easily accessible for all attendees. This means that your chosen venue should be readily accessible to all forms of public transport, as well as having adequate facilities. Make sure that attendees can get to your location easily and be sure to plan for visitors who are travelling from other cities and towns. This means making sure that transport to and from airports or other forms of transport is adequate, or if need be, you will have to arrange suitable transit facilities.

Image. One of the most underestimated aspects of the successful conference is to make sure that the image of the company is matched by the image of the conference venue itself. You can imagine the incongruity of a self-help, volunteer run and funded organisation holding a conference at a prestige hotel. It simply won't work. Set the tone of the conference by choosing the appropriate image.

Timing. You will need to plan well ahead to get the timing exactly right. Make sure the venue is available before you even consider it, as a precursor to this, if you are organising an in-house conference make sure that all the attendees are available on the necessary dates. Alternatively, set a date far enough in advance so that everybody is able to attend, and couple this by booking a conference venue that is similarly available.

Size. Planning a successful conference is one of those times when size really does matter. You should ensure that the venue has space to cover all your needs. These needs will include car parking, room size and dining areas. As mentioned above, adequate car parking is a vital consideration for the comfort of all attendees. The room you book for the event should allow adequate space for all members to feel comfortable for the entire duration of each session, taking into account the needs of personal space and room to stretch and move without bumping into each other. Dining facilities are also important so make sure there is adequate room for people to mingle comfortably or get away by themselves without feeling cramped up.

Facilities. This is an obvious point but it still needs to be listed among the essentials. Any good event will require detailed planning by an organiser, or organising team. The needs of every presenter would have to be taken into account including technical support, special lighting effects, proper audio and recording facilities and any other special paraphernalia required by your particular event.

Planning is the key to success, and failing to plan means planning to fail. This truism is no more relevant than when it comes to choosing the right function centre and function rooms for your next conference.

by: Larry Jamieson

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