How to select your next conference venue

How to select your next conference venue Images

  • Event planning graphic
Tuesday, April 25, 2017

Starting to organize a work retreat or annual conference? Use these tips to select the perfect venue for your spectacular event.

Count your attendees

Start with the number of attendees to find the right-sized venue with the appropriate amount of break out rooms and larger conference spaces. How many attendees you have will help you set your budget for the entire conference and any add-ons like snacks or beverages during breaks. Most venues will want an approximate number of expected attendees to provide an accurate pricing quote, so this is a good place to start.

Networking event

Book a variety of spaces

For a multi-day affair you’ll want a venue with a mix of spaces for educational and business events as well as rooms devoted to networking or fun events. Find a venue that can cater to your agenda and variety of activities and meetings.

You may also wish to look for a venue that has on-site dining or their own scheduled socializing events or happy hours to keep your attendees at the property and having fun on their off time.

Stick to your budget

Talk to your venue representative about discounts or packages to make it easy to stick to your budget. A lot of venues, especially ones that specialize in events, will offer packages that include your rooms, AV equipment, and coffee and light snacks. With discounts, you could also allocate those unused funds toward a reception or a unique team building event.

Entering a hotel room

Travel & overnight plans

Again, if you’re planning a multi-day conference you may want to make it easy on your attendees by booking a venue with overnight accommodations and a location that’s easy to get to. This can easily be done with larger hotels and resorts with plenty of guest rooms for your attendees.

Ready to start looking for the right venue for your upcoming business event? We invite you to take a look at our meeting and event spaces to see if we meet your needs!

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