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How To Select The Right Venue

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When choosing a venue for your next meeting or conference there is more to consider than just the budget. Taking into account who is attending, from how far and how many you should plan to ask the following about any potential venue.

Suitability

Does the venue fit the company’s corporate image?
Does it give the correct impression for this particular meeting?
Will it appeal to the target audience?

Location
Is the venue easily accessible to those attending?
Is the location easy to access via car or public transport systems?
Is the venue location suitable for any extra activities planned?
Is the location close to accommodation if required?

Availability
Is the venue available on the dates required?
Are extras such as audio visual equipment available on the dates required?
How flexible are they if you have to change the meeting date?

Size
Is the seating capacity suitable with enough room to provide comfort for those attending?
Are the meeting rooms well laid out with good views of the speakers or presenters?
Does the venue allow attendees to move around without obstacles?

Facilities
Does the venue have a variety of rooms if required – auditorium, foyer, break-out areas?
Can the venue offer audio visual or other required equipment?
Does the venue offer wifi, photocopying, fax service, laptops or iPod stations?
Is catering provided and what types of menu options do they have?
Are vegetarians, vegans and those with specific dietary requirements catered for?
Does the venue have enough car parking spaces?
Are the rooms well ventilated and well lit with natural light?
Will disabled delegates be catered for?
Can the venue provide accommodation if required?

Cost
Does the cost fall within your budget?
What rates do they offer 24 hour per delegate, individual room hire rate?
Can they offer any discounts or negotiate on price?
Does the overall quote compare favorably with other options elsewhere?
Are there hidden costs?
When is payment required and what amount of deposit is required?
Do they have a cancellation policy?

You should aim to get the most out of your meeting and the venue you choose has to add rather than detract from the experience of those attending. So take the time to choose carefully.



There are 3 comments

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  1. William Rocher

    All the points here are extremely valuable for choosing the perfect venue for your conference, its funny how people don’t really focus on a lot of the points listed here, going instead by the looks altogether. I can’t stress more on how important the facilities section in this article is when you’re planning a conference.

  2. Brianna

    This was an interesting read, as William said most of these points are not even considered.
    When organising conferences you need to think about those that will be attending and put yourself into their shoes. Facilities, suitability and Location are probably the 3 points that are not given a high amount of thought when organising events but these are 3 very important points and can make the event.


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