Thankyou for making our Planning Day a huge success. The team loved the venue and the lunch was amazing!! A very enjoyable day. I will definitely be recommending your venue to all my colleagues - the experience was fantastic!
Ultimate checklist - choosing Conference or Event Venues
Your choice of event venue sets the mood & tone before your audience even steps inside...
Both geographical location & reputation convey meaning to your invited guests before they even RSVP. The process of getting there starts shaping your attendee’s experience before they’ve experienced your message. Then add a myriad of practical considerations such as seating capacity, economic factors like equipment inclusions, speakers/entertainments, plus the intangibles such as quality of service from administration through to delivery. With so much to take into account, where do you start?
Your event venue location
The first is location, where are your audience being drawn from & what might work best for them? Bear in mind closer isn’t always better. You may prefer to take them far from their usual place of work or residence to set your experience apart, ensuring they are free from distractions or transported to a “different place” or state of mind.
Space is the place
Are you sure venues being considered can comfortably accommodate the guest numbers you expect? Seated or standing, attentively listening or actively networking, you need to realistically assess if your audience will be too tightly packed, feel lost or overwhelmed in a cavernous space, or fit well with the set-up at atmosphere you’ve worked so hard to create.
Your event venue should match your message
A proximity thing
Hosting an event with a large amount of attendees - think major industry conferences, exhibitions…? Then centrality, access & a well-serviced locale are essential. The venue should be a reasonable commute to the nearest airport, accessible by public transport & close to multiple hospitality options enabling both exhibitors, sponsors & attendees alike to get the most from their investment of time & money. Plus don’t forget to think about whether accommodation may be needed – even if you are not managing this yourself!
Create a checklist for your event
Comparing your options with location, capacity & character being equal... it’s time to look at what each venue can do for you in terms of included in-house equipment & service. This can be a very long list of little things that can add up to a lot of time & effort, especially if not already on-site. If using a 3rd party, they should be able to help you with reputable supplier quotes whilst sourcing your venue quotes, possibly even with preferred rates to pass on for you.
*TIP: Plus don’t forget if exploring the use of an outside supplier, TOD or “technician on duty” charges may be imposed by the venue throughout, to supervise any external equipment & staff brought on-site.
It’s all in the budgeting
Generally, most venue staff & catering costs are fairly easy to anticipate & understand. With a given number of people to serve & a set menu or conference package, any quote should be fairly straightforward. Make sure you are aware of any minimum spend or minimum number requirements so you factor these in.
If your event includes a stage, set, lecterns, projection screens, flat-panel displays, props or other physical elements, find out which items the venue can provide, PLUS whether their stock is adequate, as they may have multiple events on the same day also requiring in-house equipment. For anything custom-built or hired in for the event, check if it can physically fit in the venue & factor in timing or any additional to bump-in & out.
Like to know more about choosing your perfect venue?
Save yourself so much time & stress chasing individual venues & suppliers for availability, then deciphering quotes. We acknowledge there’s a lot to consider when finding the perfect venue for your event, but with each of our consultants having minimum 15-25 years’ experience across all manner of conferences & events, we are here to support you. So when you are ready to get started, why not contact our friendly expert team on 1300 843 836.
Or SUBMIT your requirements online, for a speedy turnaround in our popular "presentation ready" format - importantly, comparing like-with-like pricing & inclusions personally tailored to suit your specific business event.
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