Venue

Style of venue for the type of conference you are organising

Matching your conference with the right type of facility can make a good conference a great conference. You need to consider what type of facility can best serve your needs depending upon the number of delegates and your planned programme. Following is a list of facility types and the advantages of using each:

A hotel in a large town or city with central attractions is a good choice when delegates are in meetings most of the day but have large blocks of personal time around lunch or in the evening.
An airport hotel or airport meeting facility works well when you have delegates flying in for a one or two day conference and you need to keep ground travel time at a minimum.
Smaller town and country house hotels offer an alternative to city or airport hotels. They usually provide convenient parking at no charge and are often situated near local attractions. These hotels work especially well when many delegates will be driving to the meeting.
A conference centre is ideal when you are planning intensive training and need to avoid distractions. Many colleges and universities have conference facilities.
Resort properties often have excellent conference facilities with the added amenities for time away from the conference. Resort properties can provide great bargains during off-season or shoulder periods.
Convention centres are often used for very large conferences at which delegates may be sleeping at several hotels, none of which can accommodate meeting and/or banquet needs.

Any of these types of facilities can help make your conference a success if it is a good match for your meeting. When you know your audience, understand the purpose of your conference, and have planned an appropriate conference programme, choosing the proper type of facility will be easy.

Reputation of the venue for hosting events like yours

Does the venue have a star grading?
Is it listed with the local Chamber of Commerce and Tourist board.
Does the venue have Hospitality Assured accreditation?
Is the venue listed with a regional conference bureau?

Region

The location for where the conference is to be delivered and or where the target audience is should be considered
Obviously the types of venues will differ from region to region and from town to town

Budget available - how much will it cost

The amount available to run a conference may dictate when it is held solely on the venue cost. Research into the various venues in the selected region is essential.

Accessibility of venue

Proximity to motorway networks, airports, railway stations and city centres together with public transportation should all be considered when selecting a venue.
The right venue will satisfy the majority of the delegates (ie ample free parking if delegates are expected to drive, or close to rail connections if a national event)

Directions to the venue

Ask the venue to provide suitable directions for you to include in any literature you send to the delegates.

Car parking facilities of the venue

Is there ample parking at the venue?
What is the cost or is it provided free to delegates using the venue?
Is disabled parking available?

Accommodation

Is overnight accommodation required - does the venue provide this? Obviously a hotel should have accommodation but is it available on the day you have chosen to hold the conference?
If you select a conference centre or convention centre, is there accommodation available on site or are there ample hotels in the surrounding area to meet your needs?

Meeting Room / Conference Hall

The facilities offered in the meeting room or conference hall are important.

Does the venue provide rooms which have:

The capacity to suit your numbers?
Air conditioning and heating?
Black out facilities for presentations?
Power sockets for equipment?
Flip chart paper and pens?
AV (audio visual) equipment and is it compatible to your own (ie laptops and projectors)?
PA (public address) system?
Lectern or podiums?
Display panels?
Televisions, VHS and or DVD players?
Overhead Projectors if needed?
Screens?
Internet access?
Broadband and video conferencing?
Additional rooms for break-out groups if required?
Suitable tables (some venues have flimsy trestle tables which are inadequate for meetings)?
Tables with cloths verses bare tables?
Suitable chairs – are they comfortable especially if you expect the delegates to be seated for most of the day?

Disabled Facilities

Does the venue have disabled access?
Are there stairs?
Is there a lift?
Are there disabled parking bays?
Is there a hearing loop available?

Toilet Facilities at the venue

Are rest room facilities close to the meeting room or conference hall the what is the ratio of those available to number of delegates attending
Are there accessible toilets available

Catering facilities offered by the venue

Meals - what type of food is available (breakfast, buffet or formal lunches, dinners, working sandwich lunches, finger buffets etc)?
Are vegetarians or food allergies catered for at the venue?
What coffee and tea facilities are available - is there choice of tea, what type of coffee is used, fresh verses instant, regular and decaffeinated, normal verses free-trade?
Are biscuits served with refreshments - do you what to offer something else, Danish pastries, scones, bacon butties etc?

What does the venue charge cover

What is included in the venue charge, pens, mineral water, cordials, mints, lunch, tea and coffee, AV equipment etc?

Messaging

Is there a complimentary message service available?
Is there email access at venue?

Contact Details