Considerations when Hiring a Conference Venue

There are many things to take into consideration when planning a conference and choosing the best conference venue. Much of the decision making comes down to the type of conference it is and what is necessary to make it a success.

One of the first things that needs to be thought about is size. The conference room obviously needs to be big enough to fit the event. It needs to be able to accommodate the number of people attending as well as anything else required, such as props or a stage. It is important that it is not too overcrowded, and there may need to be plenty of room for people to move around.

The layout of the conference room needs to suit the event. Some business conferences will include a sit down meal or buffet so the layout must allow for this. For a sit down meal small tables might be required where people can be grouped together, as simply rows of seats facing the same direction will not be appropriate. In other circumstances this can be more suitable. If a conference consists of people lecturing to an audience on a stage then a theatre-like presentation may be preferable, with everyone facing the stage. Some conference rooms are designed specifically for this purpose with a slanting floor and fixed seating much like a theatre or cinema. For these conferences computer and internet use may be necessary, so the facilities must allow for this. PowerPoint presentations are regularly used to present to audiences at business conferences. Some conferences require group discussion. Here, clusters of chairs places together is more appropriate.

Some conferences last several days and people may have to travel some distance to attend, possibly even from other countries. In these cases accommodation will be required. This is rarely a problem if the venue is situation in the centre of a city, but could be at a countryside location. There either needs to be nearby accommodation or on-site accommodation. Many hotels have conference rooms, so this can be an appropriate venue for events where accommodation is essential. Nearby or on-site restaurants may also be required if food is not part of the conference itself. This will depends on the length of the conference; it is unlikely an issue if it lasts two hours, but if it is held over three days this is essential.

The decor of a conference venue can also be considered important. It may come down to the organiser’s person preference or might need to be in keeping with a particular theme. This can again depend on the nature of the conference.

Many conference venues are flexible. Here organisers will be able to do what they want within reason. This is obviously helpful, as things can be adjusted accordingly, and possible altered throughout the event.

Beatrice Sareen (c)