When planning a corporate event, finding the right venue for your conference can be a daunting task. From venue location to catering and equipment, there are so many things to consider. To make life easier, we’ve come up with the ultimate conference checklist so that you know exactly what to look out for when weighing up your options. Take a look through our list of key considerations and start planning your event today!
Find a Conference Venue in a Central Location
If you’re hosting a conference, one of the most important considerations is location. While you might have prepared an exciting agenda or fascinating topic to talk about, if your venue isn’t accessible, you’ll have a tough time convincing guests to attend. Try to find a conference venue in a central location with adequate parking close by. This will limit any unnecessary disruptions on the day and help your conference to run smoothly.
Why not make it an experience?
It’s important to remember that, even if guests are willing to travel further, you don’t want them to turn up feeling tired and unable to focus. If you do decide to settle for somewhere a little more out of the way, make sure that you’re able to offer comfortable accommodation to your guests. That way, they can stay the night before and wake up feeling fresh and ready to focus. It also means that guests who don’t fancy a long drive home can unwind after the conference and won’t have to worry about leaving early in order to avoid traffic.
Choose a Conference Venue with a Range of Catering Options
After sitting through presentations and engaging in discussions and activities, there is no doubt that your guests will have worked up an appetite. As a bare minimum, most people attending a conference will expect there to be some light refreshments on offer. If you’re hosting a smaller conference with a short duration, opt for simple beverages and light bites such as tea, coffee, sandwiches and biscuits.
If you’re planning a larger event with an overnight stay, consider bed and breakfast for your guests, along with a lunch and evening meal. This will ensure that your guests are feeling well-nourished and taken care of. It’s also a great opportunity for them to network and connect with their fellow attendees in a more relaxed and informal way.
Ensure That Your Conference Venue has Adequate Equipment
When selecting a conference venue, another important consideration that needs to be high on your list of priorities is technology. Nowadays, most presentations are delivered in a digital format and often rely on internet resources, especially if they are being streamed online or hosted on Zoom for members that cannot attend in person. This is why, when it comes to equipment, a stable and reliable Wi-Fi connection is an absolute must.
There is nothing worse than trying to deliver a presentation and finding that the slides won’t load or the internet links cannot be viewed. Take time to make sure that your venue has a fast and dependable internet connection so that you don’t have to waste time dealing with frustrating tech issues on the day.
When considering your equipment, you’ve also got to think about note-taking materials. If your guests are likely to be jotting down ideas or completing collaborative group tasks where they need to create mind maps and illustrations, make sure there are ample pens and paper on offer. Whilst it might seem obvious, these simple resources can be easily overlooked when you have so many other things to focus on.
Make Sure Your Conference Venue is Cost-Effective
Finding the right conference venue is all about value for money. While you might have found a venue in an ideal location with excellent facilities, if the price point leaves you tossing and turning at night, trust your gut and look for something more economical.
There is no question that it is worthwhile spending a bit more on a venue that ticks all of your boxes, however, if the cost of a venue leaves you scratching your head and wondering whether there might be something more affordable, then you’re probably right to look elsewhere.
Conference budget size will vary from business to business, but generally speaking, a good price point is anywhere between £28-£35 per person for a short conference, £50-£60 per person for a full day, and between £160-£210 per person for a conference with accommodation and full catering.
Don’t Forget About Customer Service!
You might put all the time in the world into planning a killer conference that will woo your audience and leave them feeling inspired, however, if the customer service at the venue isn’t top-notch, it’ll leave people talking (for all the wrong reasons). Before booking your conference venue, take time to check out customer reviews and testimonials. These will give you a good indication of the service standard and allow you to make the best decision for your company.
Another useful way to gauge the standard of customer service is by ringing the venue directly. If you call up the venue and are greeted by a friendly, helpful staff member, this is often a reflection of the wider organisation and indicates that the staff truly care about the customer experience.
On the contrary, if the ratings are below 3 stars and the receptionist is too interested in chatting to a colleague than helping you to plan your conference, steer clear! It only takes one bad customer experience to ruin your event so it’s worth checking this out in advance.
Are You Looking For a Conference Venue in Malvern?
If you’re planning to host a conference in Malvern and need to find somewhere special that offers catering, equipment, accommodation and excellent customer service, consider a hotel in Malvern, and look no further than The Mount Pleasant Hotel. We have a range of cost-friendly delegate packages available and are more than happy to consider any special requirements you may have.
Take the stress out of finding a conference room and book with us today. With our simple online enquiry form, it couldn’t be easier to get started.