When organising a conference, one of the essential things planners must never get wrong is where the event will occur. A venue plays a crucial role in determining how successful or unsuccessful your conference will be.
Picking a venue depends on many factors, one of the essential decisions with which planners are confronted. The date of the conference, time, and the number of guests you intend to invite all will in one way or another affect your decision when choosing a venue. These choices might sound intimidating, but don’t fret; below is a checklist to help you pick the right platform for your conference.
The location of the venue will be determined by where most of your guests will be coming from. In a situation where a good number of your guests will be coming in from out of town, picking a hotel near an airport is the best idea. On the other hand, if the event targets attendees from within the city, you might want to pick a hotel that is near their homes or offices. Parking means of transport and traffic are other factors you must consider when determining the venue’s location.
What’s the Venue’s Capacity?
You are better off having extra space than trying to squeeze in your guests in a venue that’s already full. Depending on the number of guests you are expecting, check out the different facilities you are thinking of as the most suitable to host your event and remember to ask the hotel manager the right questions while at it. Also, ensure its fire and safety codes are up to date.
Hotel’s Facilities and Amenities
Is the hotel capable of providing catering services for the number of guests attending your event? Food is an integral part of an event; make sure a hotel’s kitchen can handle your food needs efficiently. You may also want to find out whether it provides audio-visual equipment so that this is taken care of in good time.
You would be doing yourself a great injustice by picking a venue that is not easily accessible, especially by people with special needs. Choosing a platform that can be accessed through different means of transport is beneficial, as there are people who might want to use public transport to access the venue. This choice again boils down to the type of guests you are targeting.
Finding the right venue for your event may take longer than you had planned. The secret is starting your search early enough. List down the platforms you are considering to host your event and reach out in good time to identify the most suitable for your event.