When choosing a location for your business meeting or conference you should consider a number of things.
Admittedly, sometimes all that matters is the location, ensuring the place is close to a specific train station or not far from a major motorway, but on other occasions it may be the number and type of guests attending that influence the venue you choose.
There are number of things to consider when looking at different venues. Firstly the suitability of the venue itself, does it match your company’s corporate image? Will the venue create the right impression for the meeting and is it the type of venue that will appeal to the attendees.
Undeniably the venue’s location is an important factor, choosing a place that is easily accessible to all of those attending will heavily influence the area you choose. By ensuring the venue is easily accessible by road, rail and where necessary air, you can influence just how many people attend.
Remember your costs when looking at potential venues. Does the venue’s price fall within the budget put aside for the meeting? Ensure there are no hidden charges and where possible try to negotiate the price. For example, if you are deciding between conference hotels and you know some attendees will need accommodation, find out which hotel offers the biggest discount when hotel rooms are also booked.
Be sure to explore the facilities the venue offers. If you know you will need projectors, flip charts or an electronic white board, make sure the venue has them so you don’t have to bring your own. If you know you will need refreshments during your meeting, check the venue can provide them and will cater to specific dietary needs.
You want to get the most for your money when choosing a meeting venue, taking the time to choose carefully can add rather than detract to the experience of those attending.