Conference Venues

Organizing a conference, especially if it is your first, can be a daunting task. Let's say you are responsible for one aspect which is arranging the conference venue. What are the concrete things you should be looking out for in a suitable function center?

Location

• Easy accessibility for all attendees, and close to bus and train stations
• Close, well known landmark
• Adequate links of transportation from airports and /or train stations for people coming from other cities or countries.

Image

Tech conferences may often require a state-of-the-art conference center. This means that the image or perception of the convention center you choose should ideally match the image of your event.

For example for a conference on investment banking, options for venues might include the top tier hotels with top of the line function rooms.

Availability

Check and double check the availability of the function room. Sometimes these function centers can get double booked. It is a good idea to book well in advance to avoid any untoward incident.

Budget and Size

These are two aspects which go hand in hand. A good check is to know in advance:

• Number of people invited
• Number of people who have RSVP'd.

If there is a discrepancy in the two numbers, plan this into your budget. Likewise the size of the shortlisted function venues would also be accommodated according to the number of people attending.

Another thing to consider is whether the venue has space to cover all your needs, which are

• Parking
• Room size, stretching space and rest rooms
• Dining areas

Facilities

Facilities include the basics such as rest rooms and green areas along with complimentary facilities like bar tending and decoration. Other facilities to look out for are

• Technical support for presentations
• Special lighting effects
• Proper audio and recording facilities