How to Find the Right Conference Venue
Conference Venue
A fabulous corporate event venue can pep the energy of the party host from your very own event planning treat to a much more hectic and effective affair. There are some key tips that will ensure that you choose the best conference venue for you and your business.
You must decide a range of abilities to narrow down the possible event venues.
Make a list of all items that you require both before and after you’ve run three different PowerPoint Presentations.
Make a list of all the things that are going to be needed to plan the event. For example, this could include a table, chairs and couches.
Make a list of the things that you are going to need to bring along with you to the location. A party host or event planner may carry flowers, sweets and other chores, but there are other things that they will need. If you are scheduled to give a speech then a microphone, lavalier, and lapel- nascent won’t be that much of a help, but other things will come into play.
Be aware of the demographic of your guests. If you are seeking individuals to pay for the rental fees, you could expect a higher than average cost for your venue and food bill. If you are hosting a retreat, you could do a little negotiating on your prices if you are doing your own groceries. Sometimes you will feel you need something more upscale but overall you need something more affordable for your budget.
If your business is ‘financially conservative’ then you must seek funds. This can pose things like added security and comfort to your guests and also something more importantly, excellent venue rental rates can make it all possible because you will recoup your initial outlay and can draw a higher net from your venues from your bookings. It can therefore make sense to rent out more funds to cover the venue and food expenses.
If the venue is accessible in your style, well chosen for your needs and within your expected budget then you should consider that as the most important aspect.
Make sure you know what you want and what you need on your first contact and keep your objective in mind.
If you have a venue rental company to avail of it is wise to use that company but just due to cost, it is not uncommon for one to use the services of multiple venues in pursuit of a single venue that best suits the company and their business.
If you’re hosting a themed event, it could be tempting to get a venue that will match the theme as well as the time or event. However, you will often find this isn’t well enough and the venue will be best for the theme in the long run.
One of the main things is to make sure that the chosen conference venue is the right size for the number of guests that will be attending. Even if you do have a venue that allows intimate settings make sure they are the dimensions that will allow you to comfortably serve food.
If you are renting a banquet room but you are hosting a party meet, you’ll gravitate towards a conference room that is much larger so that you can accommodate at least 50-100 people. Make sure the space is large enough for the needs of the company and that it will be well suited for those needs long term.
Do you need an on site catering company or do you need to arrange for an off site caterer? If the latter is the case, it is necessary to have a caterer no matter how great the catering company is. You can even try to negotiate it down with your catering company but it will not be that much less of a cost saving pay per head fee that it would otherwise be.
We will go into each area in great detail and you will definitely be able to work out the details. In summary you need to know what you hope to achieve, what services you need and what the actual rates are for a particular venue.
You also need to find out if the venue can be used in other ways. If you are going to have an after hours get together, will they have a suitable room and if not will you be using a different space?
You will also need to consider facilities such as a valet space in case of a late arrival or for security and vehicles if the venue is far. If you have chosen a venue for a party get together, this is time to arrange transport if you’re using public transport.
Will you need any audio visual aids? If so, you will need to make sure the venue can accommodate them in whatever shape or form they are needed.
Will you need engineers, speakers or other staff or equipment? What about an artist or musicians?
If the venue is going to have a band, will the band need a sound system, lighting or live instruments?