| Choosing a conference venue for your upcoming | | | | Number of attendees - It's important to have a |
| event may seem like an enormous task. There | | | | solid idea of the number of attendees you'll be |
| are likely many venues to choose from, offering | | | | hosting at your event. You want to be certain |
| a wide range of styles, amenities and prices. We | | | | that your conference venue can accommodate |
| recommend that you consider the following details | | | | your number of guests, but you also want to |
| before you begin visiting conference venues. A | | | | ensure that you're not paying for space you don't |
| clear vision of your own requirements and | | | | need. When discussing attendee numbers with |
| expectations regarding your event will help you | | | | your venue coordinator, be certain to give them a |
| narrow your venue choices quickly. | | | | range of the number of attendees, so that you're |
| Type of Event - Are you hosting a simple | | | | not locked in to a specific number too early in the |
| business conference, or will your overall event | | | | planning stage. You should be allowed to notify |
| include several smaller events, such as business | | | | them of a final number of attendees close to the |
| discussions during the day with evening | | | | date of the event. Confirm this date with your |
| entertainment? Conferences requiring multiple | | | | venue, ensuring that you have plenty of time to |
| rooms, like trade shows, will require large | | | | receive rsvp's and accurately relay these numbers |
| conference centres, while simple meetings can | | | | to your venue. |
| take advantage of smaller and less costly venues. | | | | Ease of Planning - Once you choose your |
| Purpose of the Event - The purpose of the event | | | | conference venue, there are still a great many |
| can help dictate your venue. Is your event | | | | event details to be planned and executed. |
| designed to provide an opportunity to share | | | | Determine how much help you desire in choosing |
| information between colleagues? Are you | | | | and procuring items such as flowers, decorations, |
| educating your attendees? Is the idea to build a | | | | food and entertainment. Many conference venues |
| cohesive team, or just to have fun? | | | | have staff that can handle such details for you, |
| Style of Event- Consider the style and possible | | | | but some do not. Consider how much time you |
| theme you plan for your event. Here, you'll want | | | | have to devote to the event details and how |
| to consider the type of attendee you'll have. | | | | much you want to hand over to a professional. If |
| Will you be hosting high powered executives or | | | | your conference venue doesn't offer such help, |
| college students? In addition, understanding the | | | | you may elect to use a professional event planner |
| look and ambience you envision can help you | | | | to help you. |
| narrow conference venue choices based on the | | | | Budget - You should have a set budget before |
| architecture, décor and style of the | | | | you begin negotiating with conference venues. |
| potential venues. Consider also whether or not | | | | Understanding how much you can spend will help |
| you'd like to have a theme. | | | | you to narrow your venue choices immediately |
| The Date - If your event must take place on a | | | | and can also help you make decisions about |
| particular date, this detail will be paramount in your | | | | decorating, menus and entertainment. When you |
| choice of venues. If you have the flexibility, having | | | | do visit conference venues, be certain that you |
| two or three date choices will give you more | | | | understand all the details of what is included in the |
| options in choosing your conference venue. | | | | price you'll pay. Surprise add on fees have a way |
| The Location - You should have some idea of the | | | | of blowing your budget. |
| ideal location of your venue. Is the event a | | | | The right conference venue for your event |
| company function? If so, finding a venue a | | | | should be one that meets all of your requirements |
| reasonable distance from your office will help your | | | | in the areas we've mentioned above. Once you |
| staff with their travel arrangements. Or, if you | | | | understand exactly what you're looking for, |
| have attendees flying in, you may want your | | | | narrowing down conference venue choices should |
| venue to be located just a short distance from | | | | be far less overwhelming. |
| the airport. | | | | |