By James John
Five Points to Consider
You need to book a conference space, and you want it to have an instant impact on all of the guests. Seems simple: just book the fancy manor on the outside of town, right?
It’s a bit more complicated than that, and when you are looking for a conference space to book, you need more than just a pretty exterior.
So, when booking the perfect conference space, what are five things to look at?
The Location
Understandably, when you are looking for a venue to host a conference, you will likely want to go for one that makes the biggest impression on the guests. Of course, this can look like a manor house out in the middle of the country! Pretty? Yes. Suitable for a conference venue? Potentially not.
One of the core things to look for in conference and meeting spaces is the location of them. You need to ensure that your guests can get to them with ease and, usually, that they are accessible by public transport. So, check on a map and visit the space before you book.
Capacity
One of the earliest stages of planning an event is to get the guest list drawn up. As such, once you have confirmed who will be coming and who won’t be, you need to consider the capacity of the venue that you hire.
Always aim for a space that can hold more people than you are inviting, and if you are booking a weekend conference at a hotel, make sure the hotel has room to accommodate all your guests.
Room Layouts
You will likely want to bring in your own twist when you are hosting a conference, which can mean moving furniture around. Make sure the rooms you are hiring for the conference can be adapted to fit any equipment you bring and make sure there is enough space with the equipment to seat everyone comfortably. The last thing you want is to bring along a product to showcase to guests only to have the meeting room set in stone, which may lead to some of your guests having to stand. It’s not a good look, and you will likely not get great reviews!
Comfort
This is another factor that is so often overlooked: how comfortable is the space?
What is meant by a comfortable space? Is it clean? Does it present well, and does it have an adjustable thermostat as well as lighting? The last thing you want is to book a space that has flickering lights, is boiling hot, and has uncomfortable seats. It is a wise idea to visit the space before you book it to check all of these factors, which will ensure that you and your guests are content during the conference.
Catering
Does the venue come with onsite catering, or will you have to order it in? Does it have a kitchen where catering staff can cook the food or where conference catering teams drop it off for the event? Check the catering before you book, and make sure you have the cost written down: some conference centers offer catering as standard, and others charge for it.
