The right conference facilities can make all the difference to your guests’ experience and ensure that everything goes smoothly. Corporate meetings require high levels of professionalism on the part of service providers. Most event venues provide a number of conference facilities in terms of ambience, location infrastructure and customer service.
What You Should Consider While Choosing Conference Facilities
Appearance is key: Delegates will start forming opinions from the moment they arrive. So it is essential that your event venue gives the right image from the very beginning. Check the conference centre’s website for photographs or, if possible, visit in person and take a look around. With a bit of research, you can find a stunning conference venue for a great price.
Amenities are essential: Make sure the amenities are effective and suit the needs of your conference. Check if the event venue provides high-speed internet access, LCD projectors, multimedia, telephone service and appropriate sound systems. These have to be properly placed and in the right quantity, especially if there is an issue of large group accommodation. Electrical equipments play a key role in ensuring the success of a conference. These of course will depend on the agenda of the event. For instance, if meetings are scheduled with people who are not physically present at the venue, you will need high-quality video conferencing services.
Catering cannot be Ignored: Catering services are an important facility to be considered. You could find an event venue that offers a variety of cuisines from across the world. The service provider should be aware of religious and regional restrictions specific to the guests.
Staff and Services: It is important that the staff is courteous and competent. Without this, even the most beautiful and well equipped conference centre will not be able to satisfy your needs. The staff will assist you in making arrangements as well as conduction sessions. If the staff is active, efficient and supportive, your conference will run smoothly, even if there are last minute changes that need to be made.
Extent of Stay: Sometimes conferences may span more than a day and it may not be feasible to travel to and from the event venue daily. Many conference centres are located in hotels or are near resorts.
Size does Matter: The event venue must be neither too large nor too small. The room layout will need to be flexible, depending on the purpose of your meeting.
Getting There: The conference centre must be easily accessible by road. If the guests are arriving from different cities, the city in which the conference centre is located should be well connected by road and rail.
Budget: Conference-centres are usually categorised as budget, prestige and premium. Factors like location, arrangements, services and amenities offered by an event venue will determine the price. However, always remember that prices are negotiable. You can also look for special and festival deals and packages offered by the conference centre management. You can get great deals when you plan and book in advance. If you require large group accommodation, you may be able to negotiate a discount or agree on a package that offers you great value for money.
The right conference facilities will help you achieve your goals from a conference. Whether you are hosting a one day meeting in an office or a national or international convention requiring large group accommodation facilities, the importance of selecting the right event venue cannot be overstated. Ultimately it is all about bringing all the elements together to create an effective meeting scenario that runs smoothly and makes a good impression.
The first step could be to check out the websites of various providers of conference centres and facilitates. You could consider a personal check of the venue and a test run of the equipment to be on the safe side. This is what can make all the difference between a good conference and a great one.
Kathryn Dawson writes articles about Keele Conference and Events, an award winning event venue providing impressive meeting spaces and state-of-the-art conference facilities. Their Halls of Residence are able to provide large group accommodation for up to 2,000 guests.