Selecting the perfect venue is paramount in conference planning, influencing attendee satisfaction and overall event success.
Here’s how to adeptly navigate the process of sourcing a conference venue:
Define Your Requirements:
Begin by outlining your conference’s specific needs, encompassing capacity, location, amenities, and budget. This clarity will serve as a compass in your venue search.
Conduct Thorough Research:
Delve deeply into your options, utilising online platforms, venue directories, and industry connections to explore a diverse array of potential venues that meet your criteria. Alternatively, use a venue finding agency like EMS who has extensive experience in venue finding and will be able to provide a shortlist of venues for consideration.
Schedule Site Visits:
Arrange visits to shortlisted venues to assess their suitability firsthand. Pay keen attention to aspects such as layout, accessibility, technical facilities, and ambience.
Negotiate Wisely:
When you’ve identified your preferred venue, engage in strategic negotiations regarding terms and pricing. Transparency about your budget and requirements will help secure a favourable agreement. With extensive experience in venue negotiations EMS can help ensure you get the very best rates that are within your budget.
Consider Additional Services:
Evaluate whether the venue offers supplementary services like catering, audio-visual equipment, or event planning assistance. Opting for a venue with comprehensive services can streamline planning and enhance convenience.
Remain Flexible:
Stay open to alternative options and be prepared to adapt your criteria if necessary. Flexibility may unveil unique venues or unexpected cost-saving opportunities.