Tips For Choosing A Conference Centre

There are so many different types of conference facility to choose from that is can be almost impossible to know who to go opt for

. There are sports halls and venues available, traditional business centres with conference facilities and many more besides. Knowing what to choose becomes much more simple when you consider the check list of things about to be described below. Once you have taken these topics into consideration and answered the questions that need answering, finding and booking the perfect space for a conference or meeting is no longer difficult or even a chore. Read on to learn what you should think about before choosing an event venue.

Find out how many people are attending

This is the crucial first step in organising a venue. It is no good researching venues with a very limited seating capacity when there are to be several hundred attendees on the day. Likewise it is unnecessary to research places with large auditoriums when there are likely to be just a handful of people present. Have a figure in mind when researching venues, even if it is just a rough estimate at this stage.

Think about where people are coming from

Are there going to be attendees flying in from other parts of the world? Will there be large number arriving by train. Will parking be a problem if everyone was to arrive by car? How far is the venue from the motorway? These are the sorts of questions you should be asking yourself in the early stages of researching a conference facility. Getting the location wrong can have a serious affect on the success of the day with lack of parking or lengthy journeys to the venue causing stress and difficulty for all involved.

Find out how booked up the venue gets

If you are keen on a venue that every other business in the area is keen on then bookings could be needed well in advance. Find out how much ahead of time the venue gets booked up so you don't miss out.

Make a list of the facilities that will be needed

As well as tea and coffee, it may be important that the venue chosen can provide other facilities. Make a list of what it is important for example catering during the day or overnight accommodation for international travelers and speakers. That way any event venue without the necessary facility can immediately be knocked off the list without wasting time.

Decide on room layout

Make sure there will be enough chairs in the room you have chosen and the particular layout that has been decided is possible. You may need to arrive early on the day itself to lay out the chairs yourself. If a projector, laptop, PA system or other specialist equipment is needed, make sure it is booked and set up correctly beforehand.

Although it can be sometimes tempting to select a conference venue based on price alone, this would be a mistake. By ensuring all the above considerations are made, the chances of success on the day will be much greater with the speakers, delegates and attendees happy and able to enjoy the day. Having gone through the list meticulously with a venue, it will become immediately obvious whether or not it will be appropriate. If it is, shortlist it and return to it later. If not, cross it off the list making a note for future reference as to what that venue isn't able to offer. It could be sports venues, hotels, business centres or even unusual places that are subjected to your checklist, but as long as each tip is followed the venue chosen will be perfect.

Leave as much time as possible when planning the conference and researching a possible conference centre. Have a list of questions prepared when making the initial enquiry and take a visit to the venue to see it for yourself. Don't place a deposit until being absolutely sure the venue is the right choice.

by: Kathryn Dawson

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