Things to consider when choosing the venue
The Staffordshire Stoke-on-Trent Conference Bureau are here to make your event as successful as possible and finding the best possble venue can sometimes be rather tricky. Gathering as much information as possible in the early stages of the event planning, will ensure your event runs smoothly and be as stress-free as possible. When clients use our FREE and impartial venue finding service, we try and identify the following information in the initial enquiry stage:
What is the budget?
Often this will be the deciding factor in sourcing a venue. Is the budget flexible to secure the best venue to meet delegate’s needs?
-
How many people are going to attend the event?
-
Will delegates need overnight accommodation? – if so, does this need to be on-site or can this be at a nearby hotel.
-
Research the venues - How are the delegates going to get to there? Will this affect your choice of venue? Is public transport or motorway access a factor?
-
Does the venue need disabled access for any delegates? Your requirements will need to be discussed with the venue chosen.
-
Room layout? Is there flexibility? It is important to ensure the room layout is suitable for the event proceedings.
-
Do you need exhibition space or syndicate rooms? If so how many and approximate size?
-
Will any equipment be required? Additional and specialised AV equipment may need to be hired in to the venue at an additional cost.
-
Catering requirements? Any special dietary requirements?
-
Following a proposal received from the bureau, if possible, we recommend a site visit to the chosen venue before confirming the event. This will ensure that the venue meets the event requirements and will allow you to familiarise yourself with the venue layout.
-
Is back projection, stage areas or other technical set up required? It may be worth requesting a copy of the room dimensions and power access from the venue.
On the day of the event
-
On initial arrival, speak to your operational contact at the venue and run through all timings to ensure refreshment breaks and lunch are as required.
-
Also establish if any equipment, relevant signage etc is in place.
-
Set up an area for delegate registration.
-
Use signage or staff to direct delegates to the relevant conference rooms.
-
Ensure delegate packs are ready before delegates arrive.
-
Communicate with the venue’s conference and catering team throughout the event and raise any issues with them as soon as possible.
-
At the end of the event, ensure all delegates complete an event feedback form detailing their opinion on the event overall and the quality of the venue.
After the event
-
Analyse any feedback from delegates.
-
Arrange a de-briefing to identify the highlights and any problems that may have arisen on the day.