Trying to find a venue for a meeting or conference can be a real headache. With so many venues now opening their doors for business, it can be very difficult to be sure you choose the right one. There are a few basic requirements that you need to know before you start sourcing a venue and it’s best to put together a plan of your needs before contacting any venues or venue finders so that you are armed and ready for the questions that will follow.
We would advise that you treat this venue finding exercise exactly the same way as you would any other project – draw up a plan, document it and stick to it and you will end up saving time, money and unnecessary stress.
These are the 5 most common questions you will be asked when contacting either a venue directly or a venue finder:
Room layout – if you are flexible then go for theatre style, but if not, do think carefully about what exactly you need during the day as this will impact the size of room you require. Cabaret style is the least space effective layout.
Break out rooms – if you do need break outs for your event, think about how many you need, what capacity is required for each one and what room set up style.
Accommodation – is any accommodation required and if so how many rooms – do you need twins or single occupancy? This will impact significantly on the venues available to you, although most hotels offering conference space do tend to have a generous amount of bedrooms.
Timings – venues need to know what time the event will run from/until and whether you require any set-up time before the delegates arrive.
Budget – have an idea of the budget right from the start. In your plan list everything down including AV, WiFi costs if applicable, additional catering etc. Being prepared will mean that either you or your venue finder can approach the most suitable venues right from the start.
We reckon that if you follow these simple guidelines, then sourcing the most appropriate venue for your next meeting or conference will be a piece of cake!
If you need any help, get in touch with us now and we will be very happy to help.
