9 Essential Tips for Picking The Best Conference Venue For Your Next Event

Best Conference Venue
Best Conference Venue

Is your business having a conference for customers and partners? How about a meeting with a board of investors? Are you planning to host a seminar or workshop? Or perhaps a trade-show to promote your brand? Whatever that is, the right conference venue makes all the difference.

However, choosing the perfect conference venue is one of the most challenging aspects of the planning process. Next to comparing pricing and availability, your event planners should also consider other crucial aspects such as location, room size, and seating styles.

With so many event venues to choose from, finding the right place for your event can be time-consuming and potentially daunting. To make it a bit easier, here are 7 tips for choosing the perfect conference venue.

Find an accessible location

Accessibility is the most important factor in choosing an event venue. How accessible and convenient the location is to your resource speakers, attendees, sponsors, staff and everyone involved, is paramount for maximizing event attendance.

The venue should be located on a site that’s easy to find and go home from. Ensure that transportation is readily available. Check the available public transportation services to and from the place.

For attendees choosing to drive to the venue, confirm that there’s ample parking or valet services. 

Plan the room capacity and crowd 

What’s your expected number of attendees? Pick a venue that can house your meeting comfortably, with ample seating spaces for the seating style you’re after and designated space for equipment, buffet table, and more. 

Conversely, you should also avoid picking a venue that’s too big for your event because it can make the room feel sparse and cluttered.

Pick the best seating style

Will you need a boardroom seating style, a u-shape style, a classroom style, or a theater seating style? Establish the type of seating style that best suits your event and communicate this when making your initial inquiry. 

  • Theater-style (best for maximum seated capacity): perfect for larger meetings and product launches.
  • Boardroom style: best for an annual general meeting (AGM), interview, and smaller group meetings.
  • Classroom style: best for training and workshops, where participants are expected to acquire new learning experiences and take notes. 
  • U-shape: Usually used when a team of people needs to refer to a screen or a flipchart at the top of the room. 
  • Banquet-style: best for gala dinners, Christmas parties, awards night, weddings and other informal events.

See if the venue has good acoustics and sound quality

Isn’t it annoying to watch a resource speaker talking and you can’t understand anything he’s saying, not because he’s an ineffective speaker, but because the sound quality sucks?

The acoustics of your space impacts your event more than you might realize. A speaker doesn’t need to shout to be understood if the room has good acoustics.

Suitability: Choose a venue that fits your brand

Since your event should be an extension of your brand, the venue is no exception. It’s important that the venue is clearly aligned with the image you’re trying to project, as well as the target audience.

Opt for venues with modern facilities

Choose a venue that has every component you’ll need for the event. See if they have Wi-Fi, charging stations, audiovisual equipment, and ample microphones. Can you hire a third-party sound system service? Can you use the breakout room?

You may also determine how picturesque the surroundings are and how clean and modern the interiors are.

Work with a venue with a dedicated on-site staff

Are you anticipating a large number of attendees? Check if there’s an on-site dedicated venue coordinator or conference team to assist with any issues that arise. You’ll need enough wait staff, concierge support, and security.

Make sure the event venue’s staff is skilled to help you every step of the way.

Seize branding opportunities

Several businesses may not realize this but renting out a conference venue for your meeting or corporate gathering gives you the opportunity to promote your brand.

Ask the conference venue coordinator what signage and branding opportunities you can avail throughout the facility, not just in the event space itself. You can place signage in the elevator space or have a designated space for distributing brochures and other branded educational materials.

Ask about the food and beverage accommodations

Let’s be honest: corporate events can be energy-suckers and it’s just normal to look forward to a good lunch, beverages, and snacks to keep people focused.

Ask if the conference venue provides in-house catering services. Do they have a kitchen area? Do they provide services like clean-up, chairs and linens, and AV? Ask if they can accommodate food allergies or special diet restrictions. 

If they don’t have onsite catering services, ask if you can bring in outside vendors.

Author Bio: Carmina Natividad is a passionate writer for Meet in DCU, a unique conference venue in Dublin which is perfect for corporate meetings, conferences, seminars, and events. Writing articles about travel and lifestyle is one thing she finds enjoyable, next to playing the piano.

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