Hosting a conference is one of the best investments that big companies can make. This type of event is a great way to establish or enhance your brand name. Regardless of the scale, conferences are excellent opportunities for building connections and encouraging brainstorming and idea generation.
Leading event planning companies in Dubai also point out that when companies regularly host conferences, they emerge as leaders in their industry. Additionally, businesses can attract lots of investments, or even find some budding startups to invest in.
Finding the Perfect Venue
As with other types of events, the venue has a direct impact on the success of a conference. It plays an important role in making all attendees comfortable throughout the event. The venue will also boost the ambience you want the conference to have. And this will help keep the audience engaged during the event.
If a conference is in your list of corporate gatherings to plan this year, it is crucial to remember that the venue could very well make or break this event. You can be sure to book the right venue by following the tips below:
1. Prioritize accessibility
Accessibility is one of the most important factors that influence event attendance. After all, nobody wants to travel far to attend an event in a place that is located in the middle of nowhere, far from public transportation hubs.
To gauge the accessibility of a venue, check whether it is located within reach of all attendees. They should be able to conveniently visit it either by private or public transportation. Make sure the venue has sufficient parking as well since many of the attendees may choose to travel by car.
You will also do well to choose a venue that is near restaurants and other attractions so that the attendees can take advantage of additional networking opportunities or visit popular landmarks or tourist destinations.
2. Assess the venue’s suitability for your event
Venues differ by layout, size, and available amenities. It is, therefore, important that you select a venue that meets the needs of your conference and all accompanying activities.
If you’re still scouting for the right venue, it is best to keep the event program in mind. For instance, if the conference includes multiple simultaneous workshops, you have to find a venue with separate rooms.
Additionally, make sure the proposed venue will reflect and enhance your event’s image. It should align with the image you are trying to project. The venue should be the most appropriate place for your target audience as well.
3. Check the available facilities, technology, and staffing services
The next important step in selecting the ideal conference venue is checking what you can find and use inside it.
Make sure it has all the audio-visual equipment you need for the event and backup equipment in case something suddenly malfunctions. Don’t forget to check if it has charging stations and Wi-Fi connectivity for your attendees.
In addition, find out if the seating arrangement is suitable for your particular event. If not, ask how they can rearrange it to suit your needs. Check their recommended area for the registration setup as well.
Lastly, find out how many of the venue staff will be there during the conference. Make sure there are enough people helping with the catering, technical support, and other aspects of conference management.
4. Consider accommodation options for special guests and attendees
If you have plenty of attendees coming from out of the country, city or state, you can make their life easier by selecting a venue located within a hotel. By doing so, your guests won’t have to spend a lot of time traveling to and from the conference venue.
In case the venue is not located in a hotel, make sure there are plenty of accommodation options within a reasonable distance of the venue. Factor in the availability and expense of taxi or car services for the attendees so that they will experience fewer hassles, too.
5. Factor in the rental cost
Finally, budget constraints will definitely limit your choice of venue. However, don’t make it the primary deciding factor.
If you are certain you have found the perfect venue, be prepared to stretch your budget. You can do this by cutting costs on other expenses.
And don’t be embarrassed to negotiate with the vendor. Find out if you can be offered a lower rate in exchange for a multi-year contract. This will help you save more, especially if you have multiple events coming up.
Whether you are launching a new product, announcing your business expansion plans, or generating publicity, a conference will help you achieve your goal. Finding the perfect venue will make it even easier for you to reach your objectives.
Charlotte Manzi is the Creative & Project Director at BlueInk Event Management in Dubai. Launched in 2012, BlueInk provides its clients with bespoke, best-in-class event management services. The team’s pursuit of going beyond satisfaction enables them to advise, manage and execute extraordinary experiences that are exceptional and unforgettable.