7 Factors to Consider While Choosing a Perfect Conference Venue

Venue selection is an important aspect of any event planning. Choosing a wrong venue without the right facilities can lead to dissatisfaction. Especially, when you are organizing a formal event like a conference, you cannot afford to select any venue without considering factors like locality, budget, conference facilities, etc. Failing which, can cost you an important deal or/and your reputation. To avert such situation, we have listed out 7 important factors which you must consider before finalizing a conference venue.

• Location

This is the most important factor considering the nature and status of the target audience to be attending the conference. If majority of your attendees are local, try searching for a venue which is around and doesn’t require a lot of time to commute to. Also, next important thing is its distance from the easiest and nearest available public transportation (railway,bus,metro,airport,etc.). This will give you an idea of who would most likely attend and who won’t.

 

• Usage

Is the venue normally used for conferences or is it the first time they are organizing a conference over there? This question will be helpful in understanding whether or not they have the staff to handle the conference requirements. First timers won’t necessarily be risky but you can expect minor errors from them even if they have skilled staff. So, make sure the venue has experience of organizing corporate events.

 

• Capacity

You need to choose a venue considering the number of people attending your conference. It shouldn’t be too huge or too tiny to fit in all. While finalizing the venue, consider extra estimated head count to be on a safer side. For this, you need to have a planned guest list.

 

• Equipment and Technology

Is the venue equipped with the technology that you would require in the conference? You wouldn’t like an important speaker to be disrupted by a non-functional microphone or audio visual setup in the middle of his speech or presentation. Check if their speakers are loud enough to be audible by the last person sitting in the room. Good quality equipment will maintain an uninterrupted flow during a conference.

 

 

• Catering

After a long session, everyone requires a tasty meal to replenish their energy and enthusiasm to keep functioning for the day. Check out the options provided by the venue. Ask if they can entertain special guest requests like low fat, no gluten, Jain food, etc. If the menu isn’t appealing to you, then opt for outside Caterer (if the venue allows). But make sure, to organize a caterer who will maintain the whole conference mood.

 

• Accommodation

If you are getting guests from out of town, then you got to make sure that your venue provides decent accommodation to them. You wouldn’t like your guests to be disheartened by the lack of good accommodation facilities which might risk their visit to any future conference.

 

• Price value

The best way to determine a decent value to the price is to compare the prices of the venues providing you similar facilities. If the venue you want to finalize is slightly over-changing, then reason it and after getting a satisfactory answer, you can happily finalize it.

Now you know how to determine the perfect venue for your conference. As these are the generic factors, it will even help you in organizing other types of events. 

Check out the various options of Conference Venues  which are abundant with the facilities required for a conference to be successful.  Also, you can compare the prices and check the availability only at BookEventZ.