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The process of putting together a successful conference event is challenging even for the experienced conference organisers, but one part of the process that often gets overlooked is selecting the right conference venues.
While it may seem like an obvious process – after all, how much can a venue matter in the success of a conference – the reality is that there are certain aspects that can actually turn out to be the determining factor in how well a particular conference is received in the eyes of the participants.
So for those that are starting their search for the perfect venue for their upcoming conference, here are a few tips that can go a long way in making that decision easier:
Consider Accessibility
The most obvious, but nonetheless crucial part of picking a venue for a conference, or any event for that matter, is making sure that the venue will be easily accessible to all participants.
For a local conference, this might mean looking for venues that are in the area of the city where most attendants are located, but as the scope of the conference gets bigger, this becomes more complex.
In case the conference is held on a national level, many considerations have to be taken into account. If most of the participants are in one area, it would make sense to organise it there, even if some of the participants might have to travel a long distance. However, if the attendees are spread out across the country, looking for middle ground in terms of accessibility is probably the wiser option.
Make the Most Out of Your Budget
Just as with almost anything, conference venues come in all shapes and sizes, as well as prices. So when choosing one for your conference, don’t be afraid to look for bargains, as long as it checks off all the right boxes in terms of your requirements.
That’s why the first thing you should do before going venue hunting is making a clear list of must-haves for the conference. This includes the space and seating requirements, any equipment you might need, as well as location.
After you have that, you can start narrowing down the list of possibilities to the ones that meet your criteria and then find the best deal.
Take Care of Accommodation
Finally, you need to consider the accommodation needs for the attendees of the conference – good conference management includes making sure that the guests have a place to stay at where they would be comfortable.
Good news is that many venues are situated in places where accommodation is available, but you have to make sure that in addition to the venue being up to par with your requirements, the living arrangements also fit the criteria.
You do not want to end up with a situation where one or even a few of your guests are unsatisfied with the living conditions, because that can give a bad rep to any conference organiser really quickly.
Summary:
Finding the perfect venue for a conference is a task that requires expertise and experience in the field of conference management, but it really boils down to a few key elements that make up the process.
Considering the location of the venue to suit the majority of the attendees, making sure the budget is met without sacrificing any of the essential amenities and taking care of the living arrangements can go a long way in turning almost any conference event into a success.
About the Author
Seven Events are leading conference planners & conference organisers in London, delivering global meeting and free venue finding service.
You may also like: How to Find the Perfect Venue for Your Conference or Corporate Meeting
Nice article. Accommodation and food arrangements needs to be made properly, since this is the only special part to impress your attendees and show your hospitality to them.