From gathering speakers to securing
sponsors, your to-do list seems to be never-ending. One important and challenging
aspect in the planning process is choosing a venue. To make it a bit easier,
here are 10 tips for choosing a great venue for your next corporate event,
conference or a trade-show.
Accessibility: The location of the event
venue is paramount for maximizing event attendance. Before determining the location, ensure that
transportation is readily available to the venue so that attendees can easily
arrive by air, rail or automobile. If your attendees are comprised of VIP’s or high
level executives and the only flights available require more than one leg, you
may lose participants. Also, confirm that there is ample parking or valet
services for attendees who chose to drive to the venue. Additionally, make sure
that there are restaurants or other attractions nearby that are open either pre-or
post-event to maximize additional event networking opportunities.
Lodging Accommodations: If the venue is not
located within a hotel, there needs to be suitable lodging accommodations
within a reasonable distance of the event. If the venue is not within walking
distance, check to see if the hotel will provide a shuttle service. If not,
factor in the availability and expense of taxi or car services for
participants.
Availability: Once you find out if the venue
is available, check to see if the outer/other spaces are available as well. Be
sure to determine if this is the venue or locale’s peak season. This
will impact the amount of traffic in the common spaces and may preclude organic
event networking opportunities like pool, VIP lounge and many more.
Suitability: Does the proposed venue
reflect or detract from the event’s image? It’s important that the
venue is clearly aligned with not only the image that you are trying to
project, but also that it’s the most appropriate place for your target audience as well.
Be
mindful of stakeholders and sponsors. Ask the venue coordinator if there will
be other on-site events that clash with your event or branding message.
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