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4 Key Features to Look for in a Conference Venue
Did you know the $1.1 trillion global event management industry is forecast to grow 11 percent annually over the next seven years?
Although the COVID-19 pandemic took the industry to the cleaners, in-person events are coming back. Venues are busier now. So, if you’re in the process of planning a corporate conference, you have your work cut out.
But what makes a great conference venue? Different venues offer various features, which means the definition of an ideal venue will largely depend on your needs.
To help you zero in on the best venue, we’re fleshing out four key features to look for. Read on!
1. Location of the Venue
Almost every city or town has at least a handful of conference venues. Although these venue facilities have unique offerings, the city in which they’re based can have an influence on your conference planning.
Of course, if you’re a small, local business planning a conference, you don’t need to look beyond the venues based in your city. However, if you’re planning a national or international conference, you need to consider various cities.
In this case, choose a conference location that’s convenient (in terms of accessibility) enough for everyone who will be attending. Consider the overall cost of doing business in the location, since it will have an effect on the cost of the venue, accommodation, and other associated services.
2. Size or Capacity
At a minimum, any venue you choose should comfortably accommodate all the people who’ll be attending the conference. If you’ve invited 100 people, the venue should seat all of them. 1,000 people? There shouldn’t be a problem.
But, don’t just look at the venue’s sitting capacity – unless it’s a boardroom event or a meeting. As a prudent planner, you must keep in mind that more people than invited or expected might show up. This is why you must consider the venue’s standing capacity as well.
Check out these conference facilities to see how various providers combine sitting and standing capacity.
3. Conferencing Equipment
A great corporate conference center offers state-of-the-art tech equipment. We’re talking about audiovisual systems like projectors, microphones and speakers, ultra-fast Wi-Fi network, and lighting equipment.
Assess the needs of your conference and list down all the equipment you’ll need. For example, if you intend to live-stream the event online, you ideally want the venue to offer live streaming equipment.
Besides the tech, consider the quality of other equipment like chairs, easel stands, and podiums. Don’t forget the air conditioning as well, especially if the venue is in a location that experiences extreme temperatures.
4. Venue Staff
You’ve found a venue that ticks all the boxes so far. You might think the venue finding process is done, but there’s one important factor you haven’t considered: the venue staff.
On the day of the business event, you’ll need people to prepare the space, set up the equipment, and offer any other help whenever you need it. As such the venue should have an adequate, well-trained support staff.
Find the Perfect Conference Venue
Behind every successful conference, there’s a great conference venue. It’s your responsibility to find the perfect venue every time you’re planning to hold a conference or other corporate event. Ensure the venue has the key features fleshed out above and a few other extras.
Browse the business section of our blog for more conference planning advice.
Kenneth is a proud native of sydney, born and raised there. However, he pursued his education abroad and studied in Australia. Kenneth has worked as a journalist for almost a decade, making valuable contributions to prominent publications such as Yahoo News and The Verge. Currently, he serves as a journalist for The Hear Up, where he focuses on covering climate and science news. You can reach Kenneth at [email protected].
