Choose the venue for your next meeting to showcase A-V equipment

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.