I am pretty sure that you’ve heard this on more than one occasion, location is everything when organising an event – especially a corporate conference.
Generally, delegates attending these events are going to be meeting about some pretty important stuff – and a venue that doesn’t meet up to expectations can often leave a bad taste in the mouths of attendees, something which should be avoided if at all possible – for obvious reasons. You should aim do whatever it takes to ensure this doesn’t happen.
Here are a few of the things you should to take into account when selecting a venue for your conference.
Where Is It Situated?
It may seem like a great idea to host the conference in for example India, but you need to ensure that all attending are okay with flying there. Also, you will probably need to have to take travel expenses into account for your budget – most people aren’t going to want to spend personal money on travel expenses for a business trip, right? It’s not just a matter of cost, either.
You should consider the political climate of your location. An area which last year was a great corporate getaway could have shut down this year, there may be political unrest brewing – you simply won’t know without doing your homework. I will say this, the last thing you want is to send your guests into an unstable, potentially hostile locale, right?
How Close Is It To The Airport and Hotels?
Another key factor to consider is the location of your venue within the host city itself. You need to take accessibility into account here. Is it near the airport?
If it isn’t, is it close to some form of readily-available transportation for example high speed trains or underground? Will your guests be able to stay near or in the venue, or will they have to travel halfway across the city in order to get some rest after a busy day?
Lastly, you’ll need to consider leisure. Where is your venue located in terms of major shopping centers and tourists attractions? Your guests need something to do in their time off. You may find if it is an exotic location that attendees may wish to stay on after the conference for a few days to experience the city or town.
Are Conferences Usually Hosted Here?
Is the venue you’ve selected the kind of place where a corporate conference would normally be hosted? Have they ever hosted this type of event before? Does the venue owner have trained staff ready to assist you with set-up, take-down, and equipment management, or are they not sure on what to do? Do they have the necessary amenities for your conference, or will you need to secure them yourself – for example audio visual requirements etc?
While there can be something to be said for getting creative with where you host your conference, you need to make sure you aren’t running it somewhere completely unsuitable, and adding extra stres son to your plate at the same time.
What Time Of Year Are You Hosting?
Not all venues are open year-round. It may seem basic, but you need to consider when you want to run your conference or event. Certain location aren’t going to be open year-round due to tourist season or possibly the rainy season etc. Do your homework.
Last, but not least, always keep your budget in mind. Could you find another, equally-awesome venue for a lower price? If your answer was yes, then maybe you should think about reworking your current plans a little, as long as quality and standards remain the same, your bottom line is always important.