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What to Look For in a Conference Venue

Once you've decided that you're going to run a conference off-site, you may be flummoxed by what you should actually be looking for in a potential venue. It's easy to become dazzled by a low price or seemingly snazzy interior, but don't forget to read the small prints to ensure you're getting the best of everything. After all, the location of your conference can make or break it. Before you even start looking for a venue, make a checklist of everything you need and expect from the site. If you're not sure what makes a facility a great location for your event, here are a few things you should always be on the lookout for in a conference venue.
All Innclusive
All inclusive venues like Wyboston Lakes are a must if you want to ensure your event wows attendees. These purpose-built sites make planning a conference simple and stress-free, with a team of experts there to guide you on all matters from decorating to technology. What's more, you won't suddenly be met with hidden costs and you get the opportunity to create a bespoke event. Worried about unforeseen disasters? Don't be, because an all inclusive venue will give you a team to take control and manage any problem that arises.

 Size
When it comes to a conference, size matters. Before you start looking for a site you need to have a clear idea about how many will be attending the event, your budget, what atmosphere you want to create and how much room you'll need to complete any activities, such as team building exercises. A small conference venue is great for an intimate, inclusive event, but a larger space will often give off a professional feel. However, you need to remember that no conference will look good if it appears half empty, so don't get a large room if you won't need it.


Location
It might sound simple, but location should be one of your first considerations. After all, if your attendees are based in Manchester, for example, there would be no point hosting the event in Leeds. Similarly, if guests are located nationwide, you'll need an easily accessible site. Locations can also affect the mood of a conference. A crowded civic site near a busy road is likely to inspire feelings of stress and chaos, whereas slightly rural spots are known for cultivating relaxation and creativity among guests.


On-site technology
When you're holding a conference, the last thing you'll want to do is lugg computers and AV equipment across the length and breadth of the country. Consequently, you should be on the lookout for a venue that comes with state of the art equipment, including throw projector, wireless presentation technology direct from your Apple device, a blu-ray player, and plasma screens.

Extras
To take a conference from good to great, you really need to consider what extras are on offer. This includes catering, Wi-Fi, hotel facilities, gym, spa, restaurant and bar. If your event lasts more than a day, these facilities are integral. Not only will attendees not want to have to find their own off-site accommodation, they'll also need their stay to be as comfortable as possible so they can relax between events. The more people can do onsite, the more engaged they are likely to be, as their minds won't be wandering off elsewhere. After all, no information will go in if attendees are thinking about where they're going to get lunch.

image credit: images are obtained from Wyboston Lake
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15 comments :

  1. This post makes me really wish that we were having our quilt retreat out of town in a motel, or even in town with this type of all around service. I'm sure even if we had it at a local motel and they provided our meals and such too that the cost would be about the same.

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    1. Yes. Sometimes getting away from the usual scenery raises creativity as well, so it is more than worth the price even if it's a little more costly. :d

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  2. I've never hosted a conference but I think if I did host one it'd be awesome.. thanks for the tips. =))

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    1. I think so too. With all the tools and great brain to go with a perfect location, I am sure you can't go wrong. smiles.

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  3. I haven't been to a conference in ages, but I'm hoping to go maybe next year. Thanks for the tips.

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    1. It's great to find good service to count on, especially when everyone is counting on you. :-)

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  4. easy to find and cheap parking options!

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    1. It is true, there is no need to find parking or to look for the location. That is what great service is all about.

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  5. Very good article.
    Me: I prefer netmeeting :)

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  6. I have never been to a conference either, but I think I would enjoy going to one, although probably not hosting one. Thanks for sharing this.

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  7. This is some very good information to think more about. Thank you!

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  8. Great checklist. Sometimes people don’t realize how much effort and how many components go into finding a venue and organizing a conference unless they are in administration. This is a really good checklist to follow!

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  9. Right now, I don't have any conference planning responsibilities, however, tips in this article are good even for planning things like family reunions.

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  10. We called the best hotel in town for our last conference event and was surprised at how inexpensive it was! It had a skywalk that connected most of the building downtown and even catered appetizers ad drinks for our event. You will be surprised by how much they are willing to accommodate you when they don't have any bookings.

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  11. Our offices are in a building that just added a conference facility so we get to see the ins and outs of how it works out for other companies before we book our next function. I will take your advice and check into their on site tech services as our business uses a lot of media in our events.

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