There are several key elements that you should definitely consider when choosing your conference location and you need to get various aspects of the planning spot on if you are going to ensure that the event is as successful as possible.
Here are some of the main considerations that it will help to get right when drawing up your conference plans.
Good accessibility
A fundamental element that takes priority over many other things is the need to pick a venue that is a good location that offers easy accessibility for everyone attending. Major cities like New York offer plenty of options as they give you a choice of conference venues and access to a range of accommodation options like The Lexington New York City, for example.
Good transportation networks are absolutely essential and if you can offer easy access by air, automobile or rail, this will encourage high attendance rates. Another plus point is to have dining and entertainment options close by. Everyone likes the opportunity to network in relaxed surroundings so a good restaurant attached to the venue or dining options close by, will all be positive attributes.
Adequate staffing levels
It is never a good idea to assume that your chosen venue is able to cope and give you the sort of staffing and extra facilities that you want. Check with your intended venue to verify that the staff ratio is adequate for your needs at the venue, or whether they are able to provide additional support such as security staff if you need them. Try to find some feedback from previous events held at the venue to confirm that the venue has a good reputation for providing quality staff and support services.
Technical support
As you will know if you have organized a conference before, there is a lot of work that needs to go in behind the scenes to make sure that the event is as polished and professional as possible. Check what sort of technical support is available at the venue with the sound and lighting and verify that there is going to be good Wi-Fi availability for attendees.
Catering facilities
You can organize a great conference with interesting guest speakers and other events that delegates will find engaging but if they are left feeling hungry and thirsty that is most likely what they will remember most. A successful conference often hinges on how good the catering facilities are and whether there is ready access to enough food and drink to keep everyone happy.
Keeping within budget
It can be a challenge to keep within your designated budget and still get exactly what you want. If you have found what you consider is the perfect venue but it is slightly outside your budget it is always a good idea to see if you can negotiate a lower cost with the venue rather than accept a lesser option somewhere else. If you can tick all the boxes on these conference do’s you will be greatly improving your odds of hosting a memorable and successful conference.
