How to choose venue for large conferences

Earlier, I wrote about several factors worth to consider prior to choosing venue for social event.  Here, I want to highlight some important aspects as references before deciding on venue to hold a large conference.

The discussion to organize a large conference usually start far earlier in advance. It can be a year or two years prior to the event date or even longer.  This is because a large conference will require details planning and lots of preparation which will involve many people to ensure the conference will run smoothly and properly.

The information on large conferences will also be available at least one year before the event date in which you can find out and search via online or obtain the information from some organizations and associations.

Large conference will also be known as MICE (Meetings, Incentives, Conferences, Exhibitions) which means an event involving large groups, is planned well in advance and held for few days.

Here are some factors to consider to assist you in choosing the suitable venue for large conference as well as to give some insights for sales persons to prepare on their proposal presentation.

1. Location and accessibility

The country and city destination for large conference has usually been decided earlier in advance.  Therefore, the focus here will be to search for the venue that has easy access to accommodate different people from different country and city of origin.

Several aspects will be taken into consideration, such as,

• Distance of local and international airport. Does the venue provide pick up transportations if the location is a bit further?
• Distance of train station. The same question also arises here, any pick up transportation be provided for easy travelling?
• If the participants and committees will travel by their private cars, is the location of venue easy to find? How about parking space available?
• If the participants and committees will use buses, does the venue be accessible by bus? Does the venue have sufficient drop and pick up areas for buses?
• How about the surrounding location? Do you need the venue to be located nearby shopping areas, sightseeing places or perhaps, entertainment district?

2. Function rooms capacity

As part of the process to decide on the venue location, it is important to have enough functions room capacities to cater all the conference attendees. For large conference, the requirements will normally be ballroom for plenary meeting, several breakout rooms for separate smaller discussions, foyer areas for break time to hold coffee break and lunches, medium size of function room for exhibition which is usually part of conference agenda, as well as praying area.

To have different lunch venues within the same location will be a good idea too to give new feeling and refresh atmosphere.

3. Meeting package prices and the inclusions

Creativity will be required to make the meeting package offered is attractive and catchy.  This is definitely linked to foods and beverages varieties and good tastes, menu selection, nice set up and presentation, unique decoration, conference equipment available and many others.

Of course, the creativity will come with prices.  But, if the budget allows, I am sure that you will be attracted to uniqueness and creativity to make the conference be memorable, creates good experience and becomes talk of the town.

Don’t forget to check the flexibility of loading, set up and dismantling hours for decoration. This is important as sufficient time for this matter is crucial to ensure the planning and preparation are well delivered.

4. Venue for welcome and farewell event

Large conference will usually not only involve meetings but also some gatherings, such as, welcome event and farewell event which is mostly held during dinner time.  Creativity will again be required here, on how to house the event.

With the expected large numbers of attendees, hence, spacious areas will become a major factor.  Do check if the venue will also have an alternative area such as nice outdoor spaces or even second ballroom or restaurant if you prefer indoor.

5. Hotel room accommodation

Hotel generally becomes the preferred venue to hold large conference, due to the ability to also provide room accommodations for the participants and committees.  Especially for the committees, this will ease in terms of logistic preparations, set up and checking process. So, if in any case, there is last minute set up changes, it will be easier to manage and execute.

Do check with the hotel on how many rooms they are able to provide as well as whether the room rate offered can be flat one rate, varied or fluctuated rate.

6. The venue’s person in contact

Lastly, the venue’s person in contact is significantly important, meaning he or she must be able to communicate well, provide thorough information as you are required and requested, provide assistance to your needs, be creative in giving suggestions and ideas should you find any challenges as well as easy to be contacted.

Another thing is to ensure that the venue’s person in contact will provide the required proposal and agreement letter in timely manner as promised.

I believe we all hope to be able to hold and organize large conferences as soon as possible once the situation gets better.  We are all longing to have events where we can all gather together, be creative and have fun.

All the best.