When choosing a venue for your next function whether it be a Christmas party or a staff conference, there is more to consider than just the budget.
Suitability
Does the venue fit your company’s corporate image and does it give the correct impression for this particular function? Will it appeal to the target audience? Will venue staff add to the attendees’ experience in a positive way?
Location
Is the venue easily accessible to those attending and does the location offer the necessary road/rail/air links? Is the venue location suitable for any extra events or shows that have been planned? Is the location close enough to accommodation if required?
Availability
Is the venue available on the dates required? If it’s Christmas time is there a premium charged? Are any extras such as equipment, accommodation, and the like… available on the dates required? How flexible are they if you have to change the date?
Size
Is the seating capacity suitable? Are the rooms large enough to provide a comfortable experience for those attending? Are the rooms well laid out? Do they allow for good views of any speakers or performers without any obstructions? Does the venue allow attendees to move around without bottlenecks and delays?
Facilities
Does the venue have a variety of rooms if required, an auditorium if necessary, small rooms for break-away meetings? Can the venue offer a projector, electronic whiteboard, stationery, stereo equipment?
Does the venue offer wifi Internet access? Do they have a photocopying/fax service? Can they make laptops or PCs available if required? Can they provide refreshments, tea/coffee/meals?
Are vegetarians, vegans and those with specific dietary requirements catered for? Does the venue have enough parking spaces? Are the rooms well ventilated and temperature controlled? Will disabled attendees be catered for? Do they have sports and leisure facilities such as a pool or gym? Can the venue also provide accommodation if required?
Cost
Does the venue fall within the budget for this meeting? What type of rates do they offer ie 24 hour per delegate rate, individual room hire rate, etc? Can they offer any discounts? Can the price be negotiated?
Does the overall cost, all extras included, compare favourably with other offers/options (ie: hotel accommodation at a separate location to the meeting or dining elsewhere)? Are there hidden costs? When is payment required? Is a deposit required and if so how much and how far in advance? What is their cancellation policy? Will you receive a full or partial refund?
A lot of the above questions can be answered by a visit to the venue’s website and by asking for a quote. If it is a venue you have never used before you may want to ask the opinion of other companies that have held meetings and conferences there to find out what their experience was like. If the meeting or conference is an important one you may wish to visit personally to get a first hand impression of the layout, suitability and, very importantly, the attitude of the management and staff.
