Monday, May 13, 2013

What to Look for in a Conference Venue

English: Aberdeen: Exhibition & Conference Cen...
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If you have a conference or business meeting coming up soon choosing the right venue for the event is critical for a successful event. It's important to prepare ahead of time by first finding and booking your venue because there are many events being held and bookings fill up fast.

When preparing for your event you will find that there are many different types of facilities available. The different venues available offer a variety of services and physical restraints. Today you have a choice of a variety of venues, you need to chose one that offers the services that fits your needs. Choose a conference venue in London for your next business meeting.

Types of Venues

  • Convention Centers - These are large spaces that offer a variety of services. These are the largest of all spaces you have available and can be used for meetings that require a lot of floor space for attendees and displays
  • Conference Centers - These are smaller than convention centers. These cater more to large business meetings that need to fit in a lot of people in a setting of a business or sales meeting.
  • Hotels - Hotels offer both the convenience of on site accommodations and the flexibility of multiple options for meeting hall space.

Determining the number of attendees to your event needs to be established first. Not knowing this will cause problems and waste money. Having a venue to little or to big will cause your event to be a failure. No one wants to be crammed into a space and having your guests in a cavernous space will also be problematic.

After you have determined the number guest potentially attending there are other details that must access for a proper venue.

Corporate Event Planning Tips
 (Photo credit: EddieDeen)
Catering - A successful event consists of making your guest comfortable. Besides a great space you must also consider catering. Your attendees will be looking forward to having something good to eat. If you disappoint them, you have will have a lasting negative effect and leave a bad memory of your event.

Check to see what types of foods are offered. Is the food of high standard. How is the food presented and will they provide meals for guests with dietary restrictions. Check out a live event at your venue beforehand and actually see what is offered, it will help you decide if it's right for you.

If the catering is not what you want but you still like the facilities ask if you can bring in outside catering. Some great venues have excellent facilities but terrible catering, an outside caterer would solve that problem.

Venue Condition - If you want to make a good impression on your guests you need to book a venue that will be memorable. An event influences how the public and business associates view your company. Are the facilities clean and in good condition? Is the area quiet and free from distractions? Are the restrooms sufficient? Creature comforts are critical for making your guest comfortable.

Venue Reputation - A great event venue is not just about square feet and location it also is about the staff that runs it. Are the managers and staff willing to go the extra mile for their guests. Will they be helpful and flexible with special requests? Will you be treated well?

Will you really be allowed to make the venue your own? Will you be allowed to hang banners and add signage? Does the venue have business facilities and a concierge standing by to handle immediate needs? Will you be able to adjust seating, table, and room layout to suit your needs?

Modern Audio-Video Needs - Today's business meetings require modern up to date electronic equipment for presentations. Your venue needs to have equipment like TV monitors, projectors, lighting, and a good PA system. A good wired and wireless Internet that is reliable is critical for your presentation and the needs of your guests.

By making pre-event site visits, researching facilities equipment and services you will be able to choose the venue that will give you an outstanding experience for your guests and make the organizers look great.

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  1. It is always good to start planning for a conference or a meeting at least 2-3 weeks before. If we have enough time in hands, we can coordinate and plan the things in much better way. Conference venue should be booked after the complete inspection and inquiry regarding catering, sitting arrangement, parking, power back up etc.

    1. Any large conference needs more than 2-3 weeks of planning. If you attempt it in that time frame it would be a miracle if it turned out well. Plus what venue can be booked 2-3 weeks ahead?


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