What are you looking for when you’re planning your conference? A convenient location? Strong on-site support? Accessibility for all your guests? You should be looking for all of the above and while this might seem a tall order, wherever you are in the country, there will be a conference facility that meets yours needs; you just have to find it.
In this guide, we take a look at what turns a great conference into an outstanding conference, starting with your choice of facility.
The Essentials
We’ve mentioned access and that’s because it’s essential. Not all your delegates will want to drive so having access to a train station or other good public transport links is essential and offers a greener solution.
However, many candidates will drive so make sure your venue has adequate parking and a valet service if appropriate.
You’ll also want to think about other accessibility issues for wheelchair users. Are there sufficient wheelchair-friendly access points to enter and exit the building and once inside are all the lifts large enough to accommodate at least one chair at a time?
Think too about those delegates with hearing issues. Many conference venues will offer the option of a hearing Loop as standard in the larger rooms, so you may need to check if any of your invitees would benefit from this option.
Finally, the real essentials. Take a look at the facility. Is it clean and in a good state of repair? What does this choice say about you as a company? Does it support your brand or raise questions?
The Facilities
Conference facilities need to be second to none, so make sure you take a good look around the center before you book it. How clean and presentable are the bathrooms? Is the furniture comfortable and in good condition or a little frayed around the edges? It’s these little details that will add to your guests’ overall impressions of the conference success.
You’ll also want to talk to the tech people on-site about your needs and how they can accommodate them. Will every guest be able to access a strong and stable wifi signal, for example and how will they set up your main conference room for you? Don’t be afraid to ask questions. You need to leave your initial visit confident that the facility can adequately host a large scale conference with no hiccups, technical or otherwise.
When it’s you taking the applause and all of the responsibility for a large-scale conference you know how stressful this job can be. There seem to be endless details to consider and things that can go wrong. But, the right venue with the right on-site support will go a long way in helping to put your mind at rest. Shop around and find the winning combination of outstanding facility and a team that’s experienced and cooperative. Then your biggest problem will be turning down all the requests you’ll receive to make conference planning your full time job.
