Hosting a conference event isn’t easy. It doesn’t matter whether you’re running a conference for your associates or customers, if you don’t make sure that everything is spick and span, you’ll have a hard time pushing your idea through. And even though there are numerous factors to a great conference event, take a look below at the most important ones that you need to pay attention to when it comes to the selection of your venue.
When to start looking for the venue?
There is no specific time frame that serves as a law here but there are things that you need to know. First of all, check for other events, you don’t want to schedule your own conference event during a holiday or something similar. Of course, this also means that you need to plan it well before the actual start of the event. Determine the budget, see how much space you’ll need and know how many guests there will approximately be. Start thinking about this immediately. Early bird gets the worm.
The ease of access – it’s really important. There can be no conference without the people. So, in order to make sure that they all can actually attend your event, you have to do everything in your power to make it easy for them to find the event and travel to it. Yes, transportation is quite important here. The location needs to be within reach of all the participants and you have to find the necessary parking space.
Have your budget in mind
Some claim that your budget is the most important factor. You have to know your limits and take full control of the assets you have. This will directly impact the overall success of your conference event. Utilise your budget the best you can but do not over or underspend. Know which venues are within your reach and which aren’t.
Help yourself a bit
This doesn’t have to be a one-man job. Choose a team of reliable colleagues or even hire a third party to help you find the perfect place. For example, sites such as venuefinder.com will make it easy for you to find a decent venue. If, for example, you need to organize an event in Bristol, just ask them for a conference venue in Bristol. Help yourself a bit. All of the weight doesn’t have to be on your shoulders.
You need to take good care of your attendees! Don’t let them be thirsty and hungry. Many conference planners overlook the services related to food and beverages. They simply believe that it’s not up to them to find a solution for that, too. And yes, some venues have catering covered for you but in order to step things up a notch, hire a catering company that will provide top-notch refreshments and food. That is if the venue already has catering covered. If not, find a catering service and hire them.
You probably didn’t know about some of the ideas from above. That’s why you need to strongly consider these ‘tips’ if you want to organize an awesome conference event.