Choosing a Conference Venue

If you have been tasked with organising a seminar or conference for your company then it is more than understandable if it seems to you like a somewhat daunting task. Not only have you been charged with managing every aspect of what is already a reasonably complex event, but before all this can be taken care of you need to find a suitable venue in which it can take place. The most effective conference venues will be will equipped and well laid out. Not only this but they should also have a good selection of chairs, tables and furniture for your attendees use. If your conference is well organised then those in attendance will come away having had a positive experience and recommend it in future. With that in mind here are a few useful hints as to what to look for in a suitable conference venue.

One of the most important aspects of any potential venue is that is has a good atmosphere to it. If your conference location exudes a positive atmosphere then this will have a beneficial effect on on the delegates and contribute to the overall experience of the event. You may wish to use suitable technical equipment in order to add an extra visual element to the atmosphere.

The rooms available in the venue should of course suit the needs of your conference. The room you choose must be able to accommodate enough furniture and equipment depending on the type of conference that you will be hosting. It is for this reason that hotels are quite often a popular choice for these types of event as not only will they likely be able to offer catering to the attendees but they will also have suitable audio visual equipment on hand for whatever presentation purposes you may required. When drawing up a shortlist of potential venues then remember to ask what sort of facilities each location has available as this will be a key part in your decision making process. Any venue that is able to take some of the hard work off your hands will clearly be more desirable than one that cannot.

Delegates are likely to be attending your event with their laptops. It is with this in mind that you should also check that the venue has a suitable wireless internet connection available. Even if the venue does have this facility available you should enquire as to whether their connection will be able to cope with the volume of people you are expecting to attend.

As mentioned it is also important that your event is well catered. Your attendees should be well fed, especially if the conference is likely to go on for at least a day. Poor food is where many conferences can do themselves an injustice. You may think this a trivial affair but no matter how good the conference presentations themselves are, poor catering will literally leave a poor taste in the mouth of your attendees. You should make the most of any opportunity to leave a lasting impression and the last thing you will want to do is fall down on something as basic as the food.

It doesn’t matter if you are something of a novice when it comes to organissing such events as there are a plethora of event management companies on hand who will be able to take the hard work off your hands.

Trevor Richards is writing on behalf of Owl Event Management, one of the UKs leading event management companies.

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Choosing Conference Venues

A conference can make or break a company. Holding a conference is the ideal opportunity to reach out to new clients, keep current ones satisfied and advertise your company’s policies and philosophies. The venue that you choose for your conference should reflect your company’s ideals perfectly. It should make your delegates feel motivated and your speakers feel inspired, and facilities, such as food and drink, should make all attendees feel welcome.  Choose a poor venue and the reputation of your company could be tarnished. There is such an overabundance of venues for hire, though, that choosing one can feel like an impossible task. But by taking a few points into consideration, you can select your perfect venue, and hold a conference that your company can be proud of.

Your choice of conference venue should reflect your company’s ethos and character. It should convey a level of professionalism that echoes that of your company. It can be interesting to choose a more unique, leftfield venue for your venue, but you need to make sure that it suits the nature of your company. But go too leftfield and you could end up alienating speakers and delegates.  If you’re in any doubt, then you should choose somewhere that is functional, yet inspiring.

You should spend some time thinking about where your conference delegates will be coming from. This should help you to decide on a location from where you can choose from suitable venues.  The venue should be in a central location that is easily accessible for all attendees of the conference. There should be good transport links to your venue, and it should be close to train stations and accessible from the airport. If a lot of people are going to be driving to the conference, then there should be adequate car parking facilities within easy walking distance from the conference venue.

Make sure that you narrow your choice of venues down to one that is an appropriate size for the attendees. Try your best to gauge how many people will be attending before finalising a venue. Venues that are too large will make it look like your conference hasn’t been a success, and could make it difficult for delegates to network and meet new people. On the other hand, venues that are too small could make attendees feel uncomfortable and could prevent them from getting the most out of all the facilities available at the conference.

While a lot of additional facilities are not essential for a conference, they can make guests more comfortable and feel like they are welcome, looked after guests. Many venues for hire offer facilities as part of the package, but you should look into what’s included and whether it will be satisfactory. Look into whether the conference venue will provide any office equipment, such as whiteboards, projectors, pens and paper. There should also be enough facilities for all the guests to feel satisfied for the duration of the day, for example comfortable seating and heating or air conditioning.

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