Have you been tasked with finding the perfect venue for your company conference?
It can be difficult to know where to start can't it?
There is so much to consider; from the location of your venue, to its size, the facilities available and those all-important 'extras' that make a conference truly memorable.
Having planned and managed a multitude of conferences and events of all shapes and sizes over the past 25+ years, we wanted to share with you some of our key points to consider when sourcing the perfect venue.
Think about the style of conference you wish to put on, as this will lead you in your initial research. You will want to choose a venue that 'fits' with your company image and projects the right impression - whether this is to employees or external delegates.
The location of your venue is of course one of the first things you will need to decide on, as this could significantly impact on the number of people who are able to attend. This is especially true when it comes to national conferences that will be attended by people from across the UK or even abroad.
Points to consider:
To you and your group your event is a special day. To the venue, often as not it’s just another booking – so complacency can take the upper hand, even if it’s not meant to.
Ask the venue sales team for their ideas, what’s worked well for other customers – make them feel valued as part of your success. Pushing the boundaries of what’s possible with the lunch, the space or the flow of the event is a good conversation to have – and may soften the response when you’re also seeking concessions.
Many venues offer a range of room types for hire, with the suitability of these depending on the size, style and agenda of your conference - another reason why it's important to work out what you want from your conference before your go venue-hunting.
When sourcing a venue for your company conference, this is often the hardest area to navigate. Not having the right equipment or having to make use AV facilities provided by the venue that aren't quite up to scratch, can ruin all of that hard work you have put in to producing your videos or presentations.
If your conference is seasonal or taking place at peak times of the year, you may need to book it considerably earlier than you think! There is nothing more disheartening than finding a venue that ticks all the boxes, and then discovering it is fully-booked. Once you have determined availability, there are still some factors that may impact on the success of your event at the location itself.
This post is by no means a comprehensive look at everything you need to consider when looking for a conference venue, but we hope it will get you off to a good start.
Even after you have chosen a venue, there is plenty more for you to think about including: who will be responsible for ensuring the conference runs smoothly on the day; if using multiple rooms, how will guests be 'moved' from one to the other; and who will ensure that any videos or presentations are set up and ready to go?
This is when hiring a professional events management company can often come in handy. It's then up to people like us to answer all the questions you haven't even thought of yet and to ensure that the vision you have for your company conference is going to match, or exceed, the reality.
They are good at working around issues, and attention to detail – getting under the skin and thinking of everything.
They listen to our needs and tailor their service to us making it a very personal experience. Nothing has been too much trouble as they prove very flexible in all situations to find the right solution for us.