How to find the right event space for your next business conference
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Planning a conference is a mammoth task. While it’s easy to feel overwhelmed by the sheer range of jobs on your planning to-do list, it’s vital to focus on the essentials first — and that’s why one of your first (and most critical) jobs is choosing a conference venue.
The right venue will help your event run as smoothly as possible. Not only will it have all the amenities and facilities your conference needs, but it’ll also set the tone to match your event.
So if you’re searching around for the perfect conference venue, here’s how to compare event spaces and find one that’s right for you.
Budget
The first thing you need to consider when choosing a conference venue is your budget. Your bottom line is always an important factor, so work out how much money you have to play with.
You can then start hunting around for event spaces in your price range. If you find somewhere you like but that’s a bit beyond your budget, you may be able to negotiate a lower rate if you plan on holding multiple events there throughout the year.
Location and accessibility
The more convenient the location of your conference venue, the more people you can expect to attend your conference. So take some time to put yourself in the shoes of your target audience — where are they traveling from? How will they be getting to the venue?
This will help you decide on the ideal location for your event. For example, something easily accessible from the airport and via public transport is a good starting point, while ensuring that there’s ample parking available is similarly important.
Size
Venue capacity is the next item to consider on your conference planning checklist. The right venue will have sufficient seating space for all presentations, while also providing areas for attendees to mingle and relax in between sessions.
Work out an accurate estimate of attendee numbers as soon as possible. While it’s important not to try to cram lots of people into too small a space, it’s also vital not to over-cater — a venue that’s far too large can quickly suck the atmosphere out of your event and make the attendees feel that there are more important places they’d rather be.
Availability
This is an obvious point but one it’s essential you don’t overlook — make sure the venue you’re considering is available on your chosen dates. All of the venue’s facilities and equipment also need to be available to you on those dates, so double-check this before going any further.
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Accommodation
Another important factor to consider is whether the venue offers accommodation on-site. This can be a very handy feature if you’ve got a large number of guests traveling from interstate or even overseas, and can help make the conference experience more convenient for your attendees.
If you choose a venue with no rooms on-site, make sure there are high-quality yet affordable accommodation options nearby.
Facilities and features
It’s a good idea to put together a checklist of all the must-haves you need in a conference space. This list may include things like:
- On-site parking
- Sufficient bathrooms for your attendees
- A kitchen for your caterers
- Wi-Fi
- An AV system
- Multiple conference rooms
- Servers and on-site staff
- Event security
- Breakout spaces where attendees can relax and mingle
There’s plenty to consider here, and your exact list of must-haves will vary depending on the type of event you’re planning. It’s also vital that you visit a venue in person before deciding whether it’s the right space for you.
Atmosphere
While the practical features of a venue are no doubt crucial, don’t forget to think about how a venue feels. Every event space has its own unique atmosphere — it’s something created by a range of contributing factors, including everything from the venue layout and lighting to the decor, acoustics, and even the history of the space.
The venue you choose should match the atmosphere and image you want to create for your conference. Whether you’re looking for something conventionally professional or a little more casual and relaxed, make sure you find a venue to suit.
Catering
Finally, food and drink are an important part of any successful corporate event. Catering is particularly crucial if you’re hosting a gala dinner as part of your event, so you should always pay close attention to the options available.
Check whether the venue offers its own catering or whether you’ll need to sort out your own catering — if it’s the latter, does the venue have a list of preferred partners? Compare the catering packages on offer and find one that suits the tone of your conference.
Choosing the right event space for your conference: final thoughts
And that’s just about it. While choosing a conference venue is far from a straightforward task, knowing what to look for in an event space makes it a whole lot easier. So once you’ve put together your ultimate conference venue wishlist, it’s time to start searching for that perfect space.