When conference season hits, you need to go in to organising mode with your game face on. You can’t let anything slip through and the most important detail of all? The location.
We take a look at why you need to make sure your location is the very best spot for your event and how you go about choosing and booking it.
What You Need
Quite simply, your meeting space needs it all. We’re talking about location, ease of parking, train and public transport links, bicycle racks and, if possible, a nice view. We are also talking about being able to comfortably hold the number of guests you’re looking to invite, comfort level of the seating and the facilities. And this is just the start.
You also want to know how the rooms are set up technology wise, how many rooms you can hire for your breakaway groups and what kind of technical support you can expect. Will you be expected to provide your own PA if needed and how about a projector? You’ll need fast and reliable wifi available for all your guests.
You’ll need to check if the facility has an in-house team or if you’ll be expected to hire in an outside catering company. You may be able to hire glassware, cutlery and crockery from the facility at a reduced rate so it’s always worth clarifying this before you get quotes from various catering companies.
As well as being easy to reach by car and public transport how well set up is your facility for wheelchair users? Check that there are wheelchair-friendly bathrooms available and ramps where needed. If you know of anyone attending who uses a hearing aid, check too if there’s a Hearing Loop installed in any of the main meeting rooms.
Chances are you’re going to be rushed off your feet during the event, so make sure you have adequate staff on site to help you with the smooth running of the conference. Check that there will be adequate wait staff for the food and who will supply these teams. Find out from the venue and the catering company, what’s included and what you’ll need to pay extra for.
Make sure you have the number of an event organiser with you on the day, in order to get help directly should you need it and the same for any IT support supplied by the facility.
You’ll want to make your make your mark on the venue so talk to the representative about where you’re going to be able to place your company brand throughout the facility. Have this information well in advance so you can take advantage of any opportunity by having some graphics and signs made up.
Location, location, location is the name of the game when it comes to conferences. With the right place booked up and the right in-house expertise lending you a hand, your event will run smoothly and purposefully; great for business and great for you.