When it comes to planning for a conference, you have many aspects to think about. This includes which speakers to choose, what activities to prepare, which sponsors to ask, and so on. But apart from these aspects, there’s one other aspect that can make (or break) the success of your conference: the venue. If not chosen carefully, your conference venue can be a great detriment to your event. So how do you choose the best venue for your conference? Here are the top tips you should remember when looking for the perfect conference venue.
The venue’s location
The first consideration in selecting the right venue is the location and accessibility. Consider where your participants are coming from. If they have to take a flight, it’s always best to choose a venue that is not inaccessible from the airport. Also, consider the venue’s accessibility to different transport options, such as car or rail. It might also be a good idea to choose a venue which is not that far from major cities, such as London.
It would also be good to consider the parking options for your guests and participants. Make sure the venue has ample parking for those bringing their own vehicles, as parking can quickly become a problem if you neglect to address it beforehand.
Whether you are holding a three-day conference or having a conference for a day, you may have some participants who will be looking for accommodation. It’s best to choose a venue which can offer some form of accommodation – better yet, choose a venue which has its own accommodation on-hand, such as a hotel. If the venue does not have its own accommodation or is not near any hotel or inn, check if the venue can provide you with a shuttle service.
Is it suitable for your event?
Another question that needs to be answered is regarding the venue’s suitability for your event. Will the venue enhance your image or detract from it? It’s important to think about your event and its theme before selecting a venue, because the image of the venue may not coincide with the image you are trying to project – and this is especially true if you would like to impress your guests and event participants, as well as your sponsors.
You should also find out if the venue can provide you with the appropriate number of staff to help you with your event, particularly on the day itself. This might include security staff, concierge services, staff for serving drinks and food, and more. A conference venue Midlands such as Heythrop Park, for instance, is a mere 90 minutes away from London and offers direct rail access from Paddington Station.
If the venue can offer assistance from a venue coordinator who is located on-site, that would also be good.