It can really be stressful to find the best conference venue especially if there are plenty of elements to organize. However, a well-planned conference can surely make a difference in terms of your event being run smoothly. Reliable avenues like hotelsandvenuesforhire.co.uk/ can help your search less tiring. To ensure the satisfaction of all delegates of the conference you are organizing, you can consider the following tips.
Conduct a Site Inspection
Inspecting the site yourself will let you evaluate the venue of its capacity to meet the requirements of your conference. You will have to consider both the venue’s logistics and physical condition including:
- access to the conference room
- the spot where the dining and accommodation is located
- standard and quality of food as well as breakfast refreshments
- safety of delegates when walking around in the evening
- venue lighting
- venue staff presentation
- staff attitude flexibility
- conference room equipment standard
- comfort of chairs
Have a Feel of the Delegate Experience Beforehand
You can ask the staff of the venue to walk you through the possible experience of the conference delegates once they arrive. The experience should include getting through their check-ins, handling of their bags, issuing of room keys and using of cards for their expenses and others. Organizing this process is a must especially if your delegates will stay overnight. By being able to walk through the delegate experience, you will be able to determine the part where there may be a need for you to invest in signage.
Make Sure All the Delegates Will Be Accommodated
You must check the conference venue has enough space for all the delegates. In case they offer you an overspill accommodation, check how it is like and how far it is from the main event venue. Keep in mind that crew members who made a travel to and from the main venue will charge you for travel and expenses. Majority of venues offer affordable single occupancy rooms that are often ideal for crew.
Ask about the Venue’s Alarm Procedures and Necessary Announcements
You can talk to the venue manager to know about their alarm procedure and whether they have a scheduled fire drill by the time your conference is held there. Such information must be relayed to your audience as the event starts. Also, you must inform the hotel when you wish to use equipment like a smoke machine that is likely to set off their fire alarm system.
Know About Exits and Hanging Points
You can ask for truss plans, CAD plans and any floor plans that the venue may have. Have knowledge on the event room’s main access point for catering to make sure that nothing is blocking the space. When it comes to the ceiling’s loading points, it is important to have information on this if you wish to hang a lighting truss. A lot of huge venues are expected to have hanging points; however, remember that this can eat into the floor space available. Additionally, check the location of the power points and the kind of power the venue have access to. You must know that there are venues with particular charges for power.
Check the Location of the Main Loading Doors for Set and Stage
If a set and stage is part of your conference, it is a must to know the location of the loading doors. This will surely impact the set up time when there is a need for the crew to go around houses just to get to the main event room. Majority of the set and stage tends to be trashed when the conference is over so check if the event venue has skips which can be utilized for discarding the waste.