How to choose the venue for your next conference   

When planning a conference, one of the most important decisions you will make is where to hold it. 

And there are many different types of venues that can be used for conferences, such as hotels, convention centres, or even outdoor spaces. 

But when choosing a venue, there are many factors that need to be considered, including safety, capacity, location, and technology. 

In this blog, we will discuss some of the key things you need to consider when choosing the venue for your next conference. 

 

International Conference

A safe venue for a safe event 

Safety is always a top priority when planning any event. Whether you are organising a meeting, an incentive trip, or even just a small gathering, the safety of attendees should be a top priority for any event planner. 

Specifically, when it comes to conferences, it is important to consider the safety of your venue for different reasons: 

  1. Conferences often attract high-profile attendees and speakers. If something were to happen at the meeting, it could reflect poorly on your company. A safe venue can help protect your event’s reputation; 
  2. Conferences usually have large crowds, which always complicates things when it comes to ensuring everyone’s safety; 
  3. A safe venue can help reduce the risk of accidents while creating a positive and productive environment for attendees. 

    As we highlighted in our previous blog, ‘Venue finding: what makes a great event venue,’ all participants need to feel comfortable while in attendance. So, first of all, together with the venue’s staff, ensure that you have an updated safety plan; the plan should be concise and easy to read for everyone. The venue should also be located in a safe area, and all emergency exits should be quickly accessible.  
    In addition, always ensure that the staff is aware of the evacuation procedures in case of emergency. 

    If you are planning on holding a large conference with thousands of guests, you may also want to check with the local authorities to see if there are any special permits or requirements that you need to obtain. This can help avoid any problems down the road. 

    When it comes to safety, it is always better to be safe than sorry. By taking the time to do your research and ensuring everything is in order, you can rest assured that your conference will succeed. 

     

    Safe and comfortable meeting spaces

    Along with safety goes the venue’s capacity. When selecting a venue for your conference, especially when planning a large international meeting, you must ensure that the venue can comfortably accommodate your expected number of attendees. You do not want people to feel uncomfortable or, worse, unsafe. 

    So, when choosing a venue, consider the number of rooms and spaces available. If you are planning on having breakout sessions or workshops, you will need to check that there are enough rooms to accommodate everyone. And if you are expecting a large number of attendees, you will need to make sure there are enough spaces for everyone to mingle, network and enjoy some food and drinks. 

    In addition, think about the layout of the rooms and how they will be used during the conference. If possible, select a venue that has some flexibility in its layout to be able to change things around if necessary. 

     

    A destination that is easily accessible

    Another important factor to consider when choosing a venue for your next conference is the destination. 

    When choosing a location for your conference, it is crucial to select a destination that is appealing and easily accessible to all attendees. It should be easy for your guests to get to and from the conference, so make sure it is centrally located and has good transportation links or plenty of parking. 
    You may also want to check the venue’s surrounding area: is there anything nearby that your attendees might find useful or enjoyable? 

    You should also consider the reason why you would like to hold the conference in this specific location: maybe the city is a popular tourist destination, or it is well connected to other destinations, or perhaps because it is strongly related to the conference’s topic and programme. 

    The right event technology

    When planning your next conference, do not forget to check the venue’s A/V equipment. It can make or break an event! No one wants to sit in a room with terrible sound or a screen that is too small to see. So, having state-of-the-art A/V equipment is crucial for ensuring that your conference runs smoothly. 

    If you have selected a professional conference centre or hotel, they will likely have in-house A/V equipment for your event. However, it is always a good idea to check everything in advance to ensure that the equipment is up to date and in good working condition. You do not want your event to be marred by technical difficulties! 

    Another option is to rent A/V equipment from a local company. This can be a great way to get top-of-the-line gear without having to worry about transport or setup. But make sure that the technicians have plenty of time for setup, checks, and rehearsals. 

    What is the first thing attendees do when entering a meeting or conference room? Connect to the wi-fi! So, ensure the venue has a strong internet and wi-fi connection, especially if you have speakers and other guests connecting remotely. Your attendees will thank you for this! 

     

    Choosing the right venue is an important task that should not be taken lightly. And conference venues are always booked months or even years in advance. So, plan ahead and contact the Black Book team. We will help you to select the best venue for your event! 

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