If you are hosting a conference, you will undoubtedly have a lot of things to think about when it comes to the planning of the event. This can be a stressful endeavor, but if you think about each aspect in an organized manner, you will achieve success.
The first thing you need to think about when it comes to planning your business conference is, of course, the venue. In looking for the best place, there are a few key points you need to consider. This article will help you by revealing what those points are and get you on the way to finding the best place for you.
What’s your budget?
When considering where you want to ave the conference, you have to know just how much you’re willing to spend. The best thing to do is to sit down and devise a strict budget outlining your predicted expenses and how much money you can afford to allocate to for the venue. It is essential to stick to this budget to ensure you do not spend more than you should do. You should look at several venues similar to the one you are considering to find out what the average price is.
How many people can attend?
The next thing you should consider is the capacity of the venue you are going to book. Sit down and make a list of the number of guests you expect to attend the conference. Once you have an idea, make sure you book a venue that caters to this capacity. It is of the utmost importance you do not pick somewhere, which is too big or on the other hand, too small. If you choose somewhere which is too big, your guests can become distracted, and they will not be as attentive as you would like them to be. If you pick somewhere which is too small, your attendees will be crammed and flustered and could become agitated and want to leave.
Will people want to come?
In addition to size and cost, you need to think about the location of the venue. You must select somewhere which is convenient for all of your guests. Make sure there are accessible forms of transportation so those who don’t have a vehicle can easily get there. You could pick the best venue in the world, but if it is not easy to get to, then you won’t have an event at all if no one turns up.
If you are anticipating people will travel from out of town to attend, you want to pick a location they will want to visit. Think about other activities they can do before or after the conference and include these suggestions in your promotion.
Does the venue have what you need?
Unfortunately, this is an area where I have seen many events fail. You need to think about what sort of facilities and resources you need. Make a list of all the things which you consider essential; factor in everything from presentation equipment to disability access. For example, if you are hosting an event that will include speaking engagements for lawyers, you know you will need quality microphones, presentation software, and decor that gives off a professional image.
You’ll also need to decide if you will be serving any meals or snacks. Some venues only offer certain food items, and some will not allow you to bring food from outside sources. By knowing what you need before looking at venues, you can find somewhere which caters to all of your needs rather than having to provide the equipment yourself, costing you even more money.
If you take note of all the tips and points raised in this article, you’ll be able to find the perfect conference venue for you. It won’t completely guarantee that nothing will go wrong but, it sure will reduce the chances. Here’s to YOUR success!
Carolyn R. Owens has over 25 years of proven experience and serves as a Career Strategist, Executive, and Leadership Coach. She is the President of Infinity Coaching, Inc., where she can help you up-level your skills so that you can up-level your income, career, business, or life. Infinity Coaching, Inc. provides organizational training and one-on-one and group coaching. Carolyn is certified to give both The Energy Leadership Index Assessment and Myers Briggs Type Indicator Assessment. You can find out more about both assessments and other products and services at https://infinitycoaching.net.
