Booking a conference venue: Top 5 things to consider

If you’re a personal or executive assistant that’s been tasked with organising a conference for the very first time, it can be a daunting pressure to say the least. There’s so much at stake – not least the company’s reputation – so you’ll want to get it right. The venue can really make or break an event and speak volumes about the company’s credibility, not to mention yours.

That’s why we’ve pulled together a five-step guide of things to consider when booking a venue. By considering each of these points in turn, you won’t be scratching your head wondering where to start. First of all, make up a list or brief which tackles each of the points below – that way you’ll have a handy reference guide when ringing venues to check availability and, most of all, suitability.

1)      Location, location, location

It might sound like a cliché but choosing the right location for your conference is really the starting point – and potentially the most important factor. There’s no point in booking the nicest venue in the region if it’s going to prove difficult for your delegates to get there. If you get this crucial variable wrong, you’ll risk people getting lost along the way, wandering in late or not turning up at all. Make sure you consider somewhere that’s amenable for everyone and which has good transport links between their base and the conference venue. You might want to check out available flights and trains where necessary but also whether there are any major road works or delays in the area which are likely to hold them up if travelling by car or taxi.

2)      Size really does matter

Does size matter? Of course it does. A conference venue that’s too small for your number of delegates will make for a hot, stuffy and uncomfortable meeting and probably make it look like you’ve tried to cut costs – not a good reflection on the company. Likewise, a venue that’s too large for the number of guests will be cold, echoic and make it look like half your delegates haven’t bothered to turn up. The wrong size also shows flaws in your planning and could well waste company money so make sure you confirm the numbers attending and consider whether guest speakers need room to present and if they’ll be using any equipment.

3)      Is catering required?

Think about the length of your conference and how far your delegates have travelled to determine whether they will need refreshments of some kind. At the very least, it’s good practice to offer water or tea and coffee – particularly if people are presenting. Failing to provide some sort of lunch when you’re delegates are expected to be there all day probably won’t go down very well so make sure you organise a finger buffet or some sandwiches in advance. By laying on nothing, your guests – whether they’re employees, clients, potential partners or other such stakeholders – will probably think the company very tight indeed.

4)      Are there staff on-hand to help out?

You’ll need someone to serve refreshments, to show people in and to take any potential calls so make sure this service is available to avoid disruption on the day. Conference venues within business centres and serviced office facilities generally offer this as standard but you’ll need to check this is the case when booking a hotel or other venue.

5)      Is equipment provided?

Make things easier for guest speakers on the day by finding out beforehand whether they need any presentation equipment, such as an overhead projector, flipchart or Plasma screen – and, more importantly, whether they’re provided by the venue. By having everything, including equipment, organised in advance, you are more likely to have your conference run smoothly.  It’s well worth booking a conference centre which already has these things to hand – and at no extra cost.

23 Melville Street offers conference facilities for small and intimate events of up to 20 delegates and can provide catering, refreshments and presentation equipment on request.

Call Lynda Millar for more information: 0131 240 3888