6 Things to Ask Before Booking a Conference Venue
There are many considerations to bare in mind when you decide to take your team out of the office, away for an event or when organising the perfect conference to meet with delegates, shareholders or to launch a new product. There are many reasons to hold a conference and just as many questions to ask when you are ready to make a booking. We have developed a list of criteria to help you make a decision when booking a conference venue.
The right conference venue means that your purpose is matched and the facilities offered fit your criteria without compromise. The package that the venue presents is integral to the smooth running of your event or meeting. The image of the conference venue should complement the delegates invited to attend. There will be certain expectations on you to deliver somewhere functional, inclusive and well maintained, and in addition, it is conventional to provide a stylish, chic and comfortable facility. A facility with a comprehensive offering or state of the art meeting room also presents a little bit extra and will impress your delegates with your attention to detail.
A state of the art venue is great, but if it’s in the wrong place you can find yourself on the shy end of attendance figures or with frustrated guests who may feel they have travelled too far or unnecessarily out of the way. Finding a facility that allows easy access via a range of transportation options gives your event the feel of a carefully sewn up event, with everything examined to best cater for your guests. A great location is key and a city centre location is practical. For executives, you may find that consecutive flights or trains may put them off attending. Somewhere close to a city or town and more importantly a significant railway station or airport should not be overlooked if your guests or delegates are travelling from afar. Enough parking is also essential for a seamless event and you may also consider the positioning of further attractions or networking opportunities nearby that guests may find useful.
Catering or Food Facilities
A great culinary display serves many important purposes. It presents an experience, one where the fine details have been honed, subsequently allowing your guests to feel well received. A tasty meal, delivered in an organised manner and cooked by expert chefs can add to the appeal of your event and leave guests stress free and with fully stocked stomachs. A conference venue able to cater to diverse taste buds should be a consideration - somewhere that does not neglect last minute order changes, specific diets and allergies.
Top Notch Customer Service
Ensuring the conference space that you choose offers dedicated staff to help your event run smoothly is essential. For peace of mind and to have confirmation that your event will go ahead as planned, with food at the right times and with no technical mishaps you need to trust the team you form a partnership with, doing so can mean no worries for the rest of your day.
Bringing together of the right elements gives your event the right feel. Fully equipped function rooms are a must. Whether you need the most up to date visual and audio technology, high-speed Wifi or you need somewhere where guests can rest their heads, take a breath or get some fresh air - the right facilities can make or break an event. Make sure you know what to expect, where you can find things and if your room can cater for a small or large conference. It may be important for you to know if the venue offers food, somewhere to sleep, support with transportation, things to do nearby. Knowing everything can help you to make a decision on whether the venue fits your needs.
The best way to get a feel for the venue is to do a pre-visit and that way you can see what you are getting and how you can best utilise the conference space. You can discover architectural and design features and really see if the character and complexion of the venue works for you. This also allows you a great chance to ask questions and fiddle with acoustics and lighting. For larger corporate events it allows you a chance to plan areas that you can use for your own branding or if you have different sectors of your business that you want to split into different areas of the venue. A good alternative to seeing the venue itself, if you lack the time is to find a venue that offers a virtual tour and a venue specific contact number.
Our Award-Winning Conference Venue
College Court is a Leicester conference venue, located in the heart of England and is one of our four award-winning venues under the Leicester Conferences umbrella. At our College Court site we offer 16 versatile meeting rooms, 123 bedrooms, free high-speed Wi-Fi, a central location in Leicester and free car parking onsite - meaning we are perfectly placed to be the home of your next meeting, training session, team building day or corporate event. You can discuss your preferences, organise a visit or book now with one of our award-winning team via email: firstname.lastname@example.org or phone: 0116 244 9669.