5 Features of a Successful Conference Venue
Conference venues come in a variety of flavours, and choosing the right one really can make or break your event so before you make any announcements do some research and bear these important features in mind when making your choice.
Location, Location, Location. The estate agent’s mantra is one that should be at the front of your mind when choosing conference venues. Think carefully about where your attendees and speakers will be coming from and how they’re going to get to the venue. It’s vital that any venue you choose has good transportation links, so easy access to major motorways and rail links are a must. With domestic air travel growing by the day some attendees coming from the further reaches of the UK (not to mention from abroad) may choose to fly, so a nearby airport with good connections also makes sense.
All The Mod Cons. Even if you’re holding a fairly low-key event you’ll need some kind of audio-visual technology, when was the last time you attended an event that didn’t feature a PowerPoint presentation? Good conference venues will have speaker systems, digital projectors, flip charts and perhaps interactive white boards available. Many of your attendees will want to use laptops, tablets or smartphones to take notes so check for Wi-Wi support in the venue too.
Room To Spare? Really pay attention to the size of the space you’ll be hiring. Conference venues generally offer rooms in a variety of sizes, from small meeting rooms for a dozen or so to lecture halls seating hundreds or more. If you pick one that is too small then the experience will be cramped and uncomfortable, but if you hire out a 500 seater hall and you know you’ll only be getting 50 attendees then your event could look like a flop even if it’s not.
The Bottom Line. Like so many things in life you need to set a budget before you set out and find conference venues that are within that budget. There’s no sense in falling in love with a venue and then blowing your budget and making your event a financial failure before it even begins.
Most venues these days will be able to offer package prices that cover use of meeting rooms/halls as well as food and other elements. Setting and sticking to a budget sounds like a no-brainer but if you get this wrong at the outset you’re in for trouble down the line.
A Room Of One’s Own. If your conference is going to run all day or for several days then make sure you scout out accommodation for guests. Even if your event finishes in the late afternoon, if delegates have driven 400 miles to attend they may prefer to stay over and drive back refreshed in the morning.
Choosing conference venues that offer accommodation on site is the best option, especially if the event is running for more than a day. That way, people can relax at the end of a day without any added travel.
If you’re researching conference venues make sure that the one you choose ticks the above boxes. That way you can focus on delivering a great event that you and your delegates will enjoy and get the most from.
To view our range of conference venues in Exeter please contact the Event Exeter team today https://www.exeter.ac.uk/eventexeter/conferences/