Searching for the ideal venue for your upcoming conference can be a minefield!
With so many venue features to consider in the planning phase, from capacity to budget, location to facilities, it’s easy to overlook some key features which can help to provide a first class experience for your delegates.
Whether you’re a seasoned event planner or preparing for your first conference, knowing the key elements that can either elevate or derail your event is crucial.
With conference season fast approaching, have you thought about these top 6 factors which can make or break any conference?
- Accessibility
Ensuring your chosen venue is accessible to all attendees is key to both boosting your attendance numbers and also making all delegates feel welcome at your conference. From disabled parking and wheelchair-friendly layouts to dietary accommodations, there are many components to a truly accessible event venue.
- Parking
Choosing a venue with ample parking can help to avoid delays in getting attendees into the venue and increase attendance. Ensuring that your chosen venue has enough free parking to accommodate your target attendance figures helps to provide a smooth experience on arrival and can help keep your agenda running to schedule.
- Breakout Space
Including breakout spaces in your conference booking creates the flexibility to host workshops, meet and greets, or even to provide a quiet room to boost accessibility for delegates who may need time away from a crowded and potentially noisy environment in the main conference hall.
- Refreshments
Selecting the right refreshment options for your conference can help to keep delegates fueled and motivated for a long day in the conference hall. Whether you kick start the day with a breakfast networking meeting or break the day up with a buffet lunch, set the tone of the day by ensuring your attendees are well-fueled!
- Layout
Planning the layout of your conference hall isn’t just about aesthetics. Ensuring you can comfortably seat your expected number of delegates, provide a clear line of view to speakers or display screens and staggering speakers to make sure everyone can hear clearly all help to provide attendees with a positive experience from the day.
- Audio/Visual Technology
The success of your conference will rely on A/V facilities in your venue. From the sound system ensuring all of your delegates can hear every word of the keynote speech to the lighting allowing them to take clear and detailed notes, A/V technology should be a key factor in your selection of a conference venue.
Regardless of the size or topic of your upcoming conference, selecting the right venue is the key to creating a successful event, so be sure to keep these six factors in mind when searching for your perfect event venue!
Learn more about our range of flexible conference halls and breakout rooms here.
