When choosing a conference or meeting venue it’s important that it reflects the quality of your business and the image you want to project.
But it should also create an atmosphere that enables those attending to feel relaxed and comfortable.
Attention to detail is vital to creating a hassle free day. Warm, friendly staff to greet attendees and essential support services – including basics like adequate toilet facilities – are a must for any meeting.
Organising a conference for 500 delegates which is about 70% female, but having a venue with only one toilet and allowing attendees only one 15 minute break sounds crazy – but it has happened!
So what questions (other than the all-important “how much is it?”) should you ask yourself, and the venue?
Anne at work
1. Location and accessibility: How good are travel links? Consider road, rail and air. Is there adequate car parking?
2. Room comfort: Is there natural daylight? Is the room air conditioned orindividually heat controlled and is it soundproofed?
3. Room layout: Does this meet your requirements or can it be made to? Are there adequate power points, wireless broadband and/or available IT ports?
4. Equipment: Are flipcharts, notepads, pencils, AV equipment, etc, available and included in the cost? Are the pencils sharp!
5. Contacts: Who is the key contact on the day and which other staff will be supporting?
6. Facilities: Are there business centre facilities for any last minute needs – for example photocopying?
7. Food and drink: What is included in the cost and what options are there for special dietary requirements, such as vegetarian, gluten-free diets, etc?
8. Break-out/chill-out area: Is there space for this and is it included in the cost?
9. Toilets: Are there adequate toilet facilities?
10. Welcome: Do they really care? Visit the venue. How helpful are the staff? How will your attendees be received and by whom?
Happy people are productive people. Ask the questions above and you should have a successful event that will not just be a day out of the office, but will genuinely add to your bottom line.
