If you want to mix it up at your conference, look out for venues that can offer a variety of different spaces. Meeting rooms, conference rooms, screening areas, networking halls and intimate spaces are just a few of the options you could offer those in attendance should you choose the right conference venue.
Doing this will allow for a range of different networking and business opportunities. The alternative is not quite a fruitful.
Why limit yourself? This one is difficult to gauge, but important nonetheless. To judge whether your venue is giving you true value for money, you need to ask yourself a few questions. Firstly, does it deliver on the above points? If so, the next question to consider is whether you consider the price to be in proportion with that you are likely to get. An ideal meeting place will have good road and rail links and be central enough to be easy to get to, while being quiet enough to hear delegates talk.
You want a conference room to reflect the tone of your meeting, whether formal or something a bit more fun. The room should also give a clear enough view of the speaker. These things should be planned in advance, with as much notice as possible, but conference centres should be able to accommodate you at short notice.
A good venue will always reply to your initial inquiry as quickly as possible and be flexible if you need to cancel at short notice. The perfect conference setting will have room capacities to suit all, from the smallest to the biggest. It should quote how many people it can cater for in the first instance. Its staff will be able to meet your needs by ensuring that the room you are allocated is neither too big nor too cramped for your requirements.
Employees at a good meeting location will alert you to whether they have on-site parking or direct you to the nearest public car park. The most convenient venues have their own free on-site parking with plenty of spaces. Smart conference centres will give meeting organisers the option of laid-on refreshments, catering for specific dietary needs, such as those of vegans.
For events with exhibitions, posters, or parallel sessions, interactive indoor maps will help attendees conveniently navigate. Take a look at Whova as an example. Does the venue have a parking lot or valet parking?
A venue with a parking lot is what dreams are made of. Related Tips: Not a Tech Geek? While narrowing down your selection, get an illustrated floor plan of each venue, and walk through your favorites at least once, making note of important things such as where the outlets are and where AV equipment is or can be located.
Pay special attention to the existing decor inside the venue. The less the ambiance matches the desired feeling of your event upscale, high tech, etc. Accessibility refers to the possibility that everyone, especially those with special needs, can access the building and its amenities.
In this situation, reviewing recent events hosted by your organization may give you a sense of this. Have you ever attended an event at a venue that was so loud, it was hard to hear others, causing you to strain your hearing and lose your voice, all in one night?
Acoustics is just a fancy word for how sound travels through the venue. Being flexible on the event date can be a great way to negotiate with venues. They may have open dates on their calendar that they want to fill.
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