What do you look for in a potential venue for your business function or conference?
Are you budget driven, location driven or are there a complex variety of needs that need to be considered and met for you to settle on the right training venue?
There are so many things to take into account when choosing a venue for your conference, seminar or even your annual board meeting. It is more than just a nice room with a view; the view ain’t so pretty if the venue falls short of your requirements, here are some points to consider.
There are several key pieces of information you must possess before seeking a venue:
*Purpose/Outcome – what do you hope to achieve from this event/training. What are your outcomes?
*Location – are people willing to travel?
*Number of People – how many guests and attendees are you expecting?
*Date or Dates – is this flexible?
*Budget – What is the total budget for the event? Break it down by day and by per person
Once you have all the above details you are ready to begin your search for that perfect venue. There are other more multi layered you need to seek a venue that will meet your next level of needs. All the selection criteria above will determine where you start looking for a venue.
Location, Location, Location
Where are your delegates travelling from? Do they need accommodation? Is it important to have close proximity to main roads, free parking and public transport?
Is it easy to commute to and from the Perth airport?
Just as important as location is accessibility. Do your attendees require a wheelchair accessible venue- this includes parking, entering the building, toilet facilities and even seminar room door clearances? You may also need to consider the access from public transport, once they are off the bus can they get themselves to the function centre?
Venue Size Does Matter
The next consideration is room size.
How many people are you expecting? Can the venue seat the 300 people you expect to your event? Or do you just need a boardroom for twelve for your AGM? Perhaps an executive lounge setting for a one on one interview?
Do you need chairs and tables? Just chairs? Display tables? Trade Display? Room for a Formal Dinner or Cocktail Party?
Does the venue have quality heating and cooling, it can get very warm in room filled with people and it can be a distraction if people are uncomfortable.
If you have an idea of your numbers and have a layout of the room in your head, speak to the Function Centre staff about what sort of set up you would like and see which room would be best suited to your event. Perhaps you can get a scale drawing so you can visualise and alter the layout so you can meet your event outcome.
What equipment do I need?
Does your presenter require any equipment – laptop, data projector, white board, flipcharts, pens, paper, microphones? Can you use your own equipment – what if it fails – does the venue have a back up? If I can’t get it to work – is there someone to help me?
Maybe you have a series of presenters who all wish to use their own laptops, can this be done?
Is videoconferencing or teleconferencing available?
Is free Internet access important you – can your delegates all work from their laptops on the WIFI network?
Okay, now you have your venue, your room and your equipment sorted – anything else?
COFFEE! FOOD? MORE COFFEE?
Can the venue provide tea and coffee and food to your room?
Can we bring our own food? When trying to stick to a strict budget, the more you can self cater the cheaper things become. That said, it does increase you and your teams work load and is just anpother thing that will divide your attention throughout the day.
Is there a café nearby and my attendees can get their own food.
Are there a variety of food choices for your week -long conference and can any gluten free, halal, kosher and vegetarian guests be catered for?