Conference Success: It Starts At The Venue

Away from the distractions and daily routine of the office, an off-site conference or meeting is a great opportunity to get delegates concentrating on particular projects, thinking creatively and engaging in team building activities.



Choosing the right conference venue is the first step in pulling off a successful event and by following these tips you can be well on your way to doing so.



Firstly, you need to know your budget, the date of the event and approximate number of attendees. These will be three major deciding factors you need to know from the get go.



Location of the conference is a crucial element to its success. You need to consider details such as whether or not it has handy transport links, whether it’s far for people to travel to, or if there’s parking nearby. Then consider if there’s enough accommodation for everyone, and if not, what is the closest accommodation? You want to find a venue that is easy and convenient for delegates to get to.



The style of the venue is also very important. Some venues have a formal corporate style to them, while others provide a relaxed, creative atmosphere. It’s important to pick the correct one to suit your business and what it is you want to achieve with the conference.

It’s a good idea to walk through the delegate experience with the venue’s host. Have them show you where the delegates will arrive, where they check in, where they will be seated and so on. This will allow you to ask questions along the way such as how the venue will welcome guests, where refreshments can be served, how seats can be arranged, how many people will fit into the rooms etc.



Many conferences are about mixing business with pleasure, which can help build team relationships and can also relax and reward attendees. What sort of ‘side’ activities can the venue offer, or could be found close-by? For example, a city location such as London or Leeds conference venues should have facilities nearby where you could take your group to a comedy show or paintballing. Perhaps you could pick a venue in the countryside where you could arrange wine tasting or hill walking. These social activities are a great addition to a successful conference.



Check the venue’s health and safety regulations, fire procedure, and disabled access. These elements are often overlooked and not knowing can cause problems on the day. Also, check the acoustics of the room, the last thing you want is for people at the back to not be able to hear what is being said.



Lastly, avoid venues that don’t go that extra mile. Holding a conference often isn’t cheap and takes a lot of hard work and ensuring the event runs smoothly should be just as important to your hosts as it is to you and your company.



Isla Campbell writes for a digital marketing agency. This article has been commissioned by a client of said agency. This article is not designed to promote, but should be considered professional content.