Planning a conference is not usually an easy task. There are a lot of things you will have to consider, which can be intimidating if it is the first time you've organised such an event. When it comes to choosing a venue, there are a number of things you should be thinking about, many of which are easy to miss.
Here are some of the things you need to make sure you take into consideration when it comes to choosing a venue for a conference:
How will everyone get there?
A conference is nothing without attendees, so you need to make it as easy as possible for many people to get there. As such, it is important you choose a venue with good transport links.
If you are expecting people from one specific area, choose somewhere in that location. On the other hand, if people are already going to be travelling a long way for the conference then you need to make sure the venue is easy to travel to. Pick somewhere close to a train station or motorway junction so people don't have to travel for too many hours.
What do you need in your conference rooms?
Make sure you ask the venue about what will be provided for you in the conference rooms. For example, you might need a projector or a microphone. Most venues will be happy to provide these, but you may have to ask rather than assuming they will be there; it's better to be safe than sorry!
Do you have any catering requirements?
If your conference is going on for much longer than a few hours, as most of them do, you will need to think about food and drink. Again, most venues will have the capability to provide this, but it is something you should check beforehand.
You should also make sure anyone with any dietary requirements, such as veganism or a food allergy, is provided for. Again, you should contact the venue beforehand to make sure this is okay.
