If you’re organising a conference, the choice of venue is critical. The space you choose for your conference can make the event a big hit or a big failure. Allowing plenty of time to plan your event is essential, giving you access to more venues. Popular conference venues will be booked on your date if you leave it too late. Let’s look at some of the things you should consider when selecting a conference venue.
Capacity
The venue you choose for your conference needs to be able to hold the number of delegates without needing to squeeze them in. There should be enough room for delegates to have space and break areas where they can take time out to relax. However, you should avoid choosing a conference venue that is too large for your event. Choose a venue that can fit everyone that is attending but not too many more. If seats are left empty and people have to spread out, the atmosphere will suffer. Delegates may think that people didn't attend because the event was not important to them, devaluing their view of the conference.
Layout and space
The layout and the space available at the conference location are important factors; you should aim to keep delegates comfortable at all times. If attendees are likely to be using laptops, choose to seat delegates with desk space which accommodates laptops. If you’re throwing a more informal conference that relies on networking during breaks, make sure there is space available for delegates to meet together and chat. You might need to have several talks or lectures running simultaneously; if this is the case, you will need to choose a venue that can divide its space or has several lecture halls. Be mindful of guests with disabilities; the layout and space should be inclusive and provide access for all guests.
Location
Choosing an exciting location can encourage guests to attend. The location needs to be accessible to the guests, or you can provide transport to the event. Some businesses choose enticing places, providing guests with an unforgettable experience and more than just a conference. Malta venues are highly rated; the beautiful Island offers delegates a variety of activities and clean, crisp waters to explore. A destination conference is a great way to celebrate and reward staff or business associates by providing a special conference they will remember for years to come.
Accommodation
If your conference is in a destination location or carries on for several days, you will need to consider the accommodation options. Accommodation should be clean and professional and include all of the amenities delegates need. No one should be expected to share a room; there needs to be enough accommodation to cater for everyone attending. The accommodation should be close enough to the conference to avoid long days travelling back and forth from the conference venue to where delegates are staying.
Clashing events
Another factor to check is if any other events are occurring at the venue or nearby that clash with your business values or message. A competitor event in the same venue location could put a damper on the conference. Delegates will feel that certain details were overlooked, which will reflect negatively on how they view your company. Do your due diligence and check all local events, especially at the conference venue. Two events in the same venue aren’t necessarily an issue if they are completely different and the venue is well organised.
Budget
The budget you have assigned to delivering the conference can limit your choice of venue. Venues are one of the most expensive parts of a conference, especially if they include onsite accommodation and other services. You should allocate a large chunk of the budget to the conference venue. A neglected venue that is not suitable for the number of attendees will give a negative impression of your business.
Planning a conference is a challenging task; selecting the right venue is just one decision amongst many that businesses need to make. Partnering with a destination management company or events management specialists will help to ease the pressure. Their expertise and knowledge will help make planning your conference much more straightforward.
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