Finding the right venue can make or break your event. The search for the perfect venue can be time-consuming and daunting. Almost every city has multiple banquet halls and hotels that make it tricky to choose the best one. When it comes to selecting a venue, an open terrace or outdoor venue that suits birthday parties or wedding receptions may not be the best choice for conferences. The choice of your event depends on several factors such as the number of invitees, type of event, season, budget, and facilities you need.
When it comes to planning a conference for customers, partners, or employees, you need to consider a lot of things. Your focus can be increasing your brand’s awareness, sharing new ideas, or discussing your future business goals. It’s obvious to put all your energy and focus on the main goal of organizing the event but venue selection should never take a backseat. If you fail to book the right venue, you may end up wasting all your time, effort, and resources. The venue you choose will have a significant impact on setting the tone for your entire conference. So, it’s important to choose wisely. With that in mind, here are some useful tips to consider when choosing a venue for your next conference or seminar.
There can be numerous venues in and around your city but choose the one which is most easily accessible. Your event’s attendance will largely depend on the accessibility of the venue’s location. If you want to maximize the attendance, then pick a centrally located venue that can be easily accessed. If your guests are arriving from outside, you may pick the venue near the airport. The best venues also have shopping malls and other attractions nearby. Also, make sure the hotel offers proper parking or valet services for attendees who chose to drive to the venue.
You must have an approximate idea of the number of attendees you’re expecting at the event. Always book a venue slighter bigger so that your guests don’t bump into each other. Besides a spacious hall, the hotel should also have a lobby area and open area to provide comfortable seating and walking space to your guests. If your conference is scheduled for more than a day, then look for a venue that has accommodation facilities. The venue should have enough rooms to accommodate all your invitees.
Facilities & Services Offered
The best conference venues offer a complete solution to your needs. Typically, an event like seminars, tradeshows, or conferences, need technical facilities like A/V equipment, microphones, projector screen, Wi-Fi connection, charging stations, and more. Consider all the services that you need and make sure to include the cost of all services to determine if the venue is in your budget. It is also recommended to choose a venue that provides on-site catering to avoid the hassles of hiring caterers separately. Most of the good venues offer extensive menus so that their customers get to choose from a wide variety of exotic cuisines.