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Top 10 Things to Consider When Selecting a Conference Venue
Make sure that the venue is easily accessible for all delegates, taking into consideration that they may have to negotiate rush hour traffic to get there. If it’s difficult to find or too far off the beaten track, you may find that your delegates are late or arrive harassed and irritable, which is not a great way to start a conference.
Peace and tranquillity
A venue which is away from the bustle of the city will help to promote more creative and productive thinking. Being cooped up in a windowless room all day with no access to fresh air is not conducive to a receptive audience. Some out of town venues also offer the option of alfresco dining and outdoor teambuilding events.
Setting up a conference can be stressful and tiring but if you choose a venue which has professional support personnel , they will assist to make your company conference a slick, impeccable, successful event. The right staff can help with everything from check lists, menu selection and agenda setting to entertainment and team building.
There’s nothing worse than breaking for tea and finding a tray of limp, soggy sandwiches and wilted lettuce in the hallway, or being served a stodgy heavy meal at lunch time. Choose a venue that is known for supplying fresh, healthy food so that delegates return after the break feeling refreshed and ready for work again, not overfed and lethargic. The catering at the venue should also be able to meet the special dietary requirements for your delegates, including vegetarian, Kosher and Halaal meals.
Good accommodation and facilities
Unless your conference is a one day event, you will need to provide comfortable accommodation for delegates. Ensure that the venue has the sufficient number of bedrooms and that where delegates are required to share, for budget purposes, twin beds are supplied. Your delegates will want to relax and unwind after a day’s conferencing, so choose a venue with an hospitable bar, a good restaurant, and possibly a spa with facilities like a sauna and Jacuzzi.
Ensure that all items are taken into account when budgeting for your conference so that when the final bill is presented you do not receive any nasty shocks. It’s a good idea to limit bar expenditure so that delegates pay for their own alcoholic drinks. Some venues offer all inclusive conference packages which make budgeting much simpler.
These days high speed Wi-Fi at the venue is a priority, as is good audio-visual equipment. If your event requires more than the standard data projectors, screens and white boards, ensure that the venue is able to hire specialised technical equipment for you.
Secure parking should be readily available for all delegates arriving in their own vehicles. Also check that there is coach parking, if you are providing transport, and that it is close to the venue.
It goes without saying that the venue should cater for disabled delegates and have easy wheelchair access to the conference and breakaway rooms, accommodation, bars and facilities.
The right size venue & break-away rooms
Ensure that the size of the conference room suits the number of delegates and your required seating arrangement. Don’t be tempted to force people to sit theatre style when they need to take notes and want to use laptops and iPads. Likewise, a conference room that is too big for the number of delegates will loose the intimacy required for interaction and sharing of ideas. If you are going to divide delegates into smaller groups for brainstorming sessions or smaller presentations, make sure that there are suitable break-away rooms close to the main venue. The ideal venue is one which offers a variety of different sized conference rooms.
Venues which offer these exciting facilities
Look here for interesting conferences to attendDon't forget about these exciting upcoming conferences!
South African Veterinary Association Conference
The South African Veterinary Association Conference, organized by the SASVEPM will take place from 25th July to 27th July 2017 at the Birchwood Hotel & OR Tambo Conference Centre in Boksburg, South Africa. The conference will cover areas like aims to enhance communication between epidemiologists in the region.Tourism, Hotel Investment & Networking Conference
The Tourism, Hotel Investment & Networking Conference, organized by the HVS Consulting will take place from 30th August to 31st August 2017 at the FNB Online Western Cape in Cape Town, South Africa. The conference will cover areas like financial advisors and investment fund representatives,architects, designers and planners,investment bankers and lenders.