Every conference is associated with an idea. It can either be increasing awareness regarding a niche-related problem or build a stage to discuss new ideas. The main purpose will determine the conference vision. An organizer will outline this vision’s first phase that includes the location, time, and theme.
Before you start looking for location, you will have to deal with the three parameters aspects that are budget, space requirements and event size. The potential conference venue will then help to determine the time and date.
When you tackle the event, logistics keep budget in mind. If you plan an event at Hotel Chateau-Bromont, ask if you get a discount on a multi-year contract. Date flexibility will also help to secure discounts because certain weekdays cost less. Never hesitate to negotiate!
Availability & suitability
Check for availability of other spaces because some venues host multiple events at the same time. It helps to clarify details associated with shared area access and expected traffic to the venue. Even think if the venue is suitable for your conference vision. It includes considering sponsors, attendees, delegates, and guests’ preferences.
The location of the salle de réunion [meeting or conference room] needs to be within reach for your guests. Check on the available transportation option including airport access, public transport links, and hotels close by. Even find out the parking lot size in case several attendees arrive in their car.
The attendees need to have comfortable seating during the discussions and a good place for relaxation during breaks. Never choose a venue with theater-style seating because delegates need to use laptops and take notes. An over big conference room will appear half-empty giving the feel that many failed to attend.
You will need amenities like microphones, A/V equipment, wheelchair access, and kitchen facilities. If an on-site catering service is provided, check if special diets or food allergies can be accommodated.
Make sure there is sufficient concierge support, wait-staff, and security personnel. Even decide if there is a need for onsite venue co-coordinator to handle last moment glitches. Find if tech support is available so that presentations run smoothly without any broadband connection loss or slow down.
While choosing an event venue to consider sponsors and stakeholders. Branding is crucial! So, find out if there are other events on-site, which can clash your brand message. You desire to take advantage of all the available branding opportunities. Find out if you can place signage inside the elevator or run an ad campaign on their in-house plasma screens.
Whatever kind of venue you opt to ensure it aligns perfectly between your preferences and specific needs.