Selecting the perfect venue for a conference is a critical decision that can greatly impact the success of the event. From location and function space to pricing and amenities, there are many factors to consider. Marischal De Armond, Conference Manager Software company president, shares his insights on what makes a site selection truly effective.
Understand the Client’s Needs
“I need to have a full and robust understanding of the client’s destination and function space requirements,” says De Armond. A venue should align with the goals of the event, whether it’s maximizing networking opportunities, providing ample exhibition space, or accommodating specific technical needs. Additionally, consider the proximity to airports and the overall accessibility for attendees.
Venue Fit and Layout
Finding a venue where the event layout is optimal is essential. “First and foremost is if I can find a venue where the fit is perfect then that’s the ideal scenario,” De Armond explains.
An effective venue layout ensures that all meeting spaces are conveniently located, minimizing confusion for attendees. For instance, he recounts an instance where “most of the meeting spaces were on the first and second floor…and then one session was on the fourteenth. This caused a lot of confusion for delegates who were unsure where to go to attend the session.” Keeping everything on the same floor or in a logical flow enhances the attendee experience.
Consider Future Growth
While a venue may fit current needs, it’s also important to plan for potential growth. “To go in and say yes, this will fit our standard model but what would happen if we grew by 10%? Could we still fit in that venue?” Thinking ahead helps avoid the need to change venues in the near future, ensuring consistency for returning attendees.
Evaluate Pricing Flexibility and Inclusions
Pricing is another major consideration, and understanding cost structures that venues have in place can help manage budgets effectively. “There may be flexibility on pricing for different times of the week or month, it doesn’t hurt to ask if there’s room for price flexibility based on seasonality,” notes De Armond.
Additionally, consider what services are included in the venue’s rental package. “For example, in a convention center, is electrical use additional or is it included? Do they charge for security services? What kind of charges are required versus optional?” Some venues provide in-house security, while others allow for more affordable external security services. These factors should be evaluated to avoid unexpected costs.
Location Matters
“How do I evaluate a venue? That’s based on what the client needs are, and then we match that up with things like location,” says De Armond. Consider whether the venue is in a downtown area or in a more remote location. “Is it in a major city or out in the country somewhere, how close is it to the airport?” These factors impact travel logistics, convenience, and overall appeal for attendees.
Final Takeaway
Choosing the right conference venue requires thorough planning and consideration of multiple factors. By assessing the fit, planning for growth, understanding pricing structures, and prioritizing location, organizers can ensure a seamless and successful event. As De Armond emphasizes, “We take these factors and say, ok, this makes sense for this group at this price point and given the other options we have on the table.” With these tips in mind, conference planners can make informed decisions that set their events up for success.
