Tips on how to run a Successful conference: Part 5A Finding the Right venue for your event

Finding the right venue for a conference or seminar:

Previous articles have detailed the reasons for having a conference and how to plan for this.  Before selecting the conference or seminar venue it is important to understand the goals and objectives of the event and what you want to achieve. You need to have set the budget to understand how much you can spend on a venue as well as understanding what type of audience you will be inviting and where they are located  as this will influence the location and type of venue most suited for your event.

Timing of the event:

  • Before choosing a venue you need to decide on the date of the event.  The more in advance you can book the venue the better choice you will have in finding the right venue and getting the facilities that are suitable.  Different times during the year are popular for events and the venues will normally charge a premium at these times.  Certain days in the week are more popular like midweek, venues again may charge more for room hire.
  • Make sure that the date does not clash with other National events that may affect attendance.  Different seasonal times of the year, public and school holidays can affect the attendance of an event.  Remember if you are inviting guests or holding an event in different countries you need to be aware of their public holidays. Be aware of other large events that could affect you holding your event as this could clash with some of the delegates attending or the location of your venue. Also any large event such as a sporting event or large convention or exhibition in the locality can affect accommodation, restaurants being fully booked and lack of meeting space.

Image of the Event and Delegate Profile

  • It is most important to make sure that the image of the company or Association is matched by the image of the conference or seminar venue.  The tone and type of venue should be in keeping with the conference concept and part of the overall theme marketing of the event.
  • Delegate profile must be investigated before deciding the venue. Research of attendees status, where they are located, numbers to attend, age, male to female ratio, can affect the type of venue suitable for your event.

Reference reading:

John G Fisher – How to run a Successful Conference

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