Tips on Selecting the Best Meeting Venue

The Most Important Part Of The Organization Process Is Always The Venue.

If you get that wrong you are risking the whole day going wrong. If you get it right then other mistakes and things that go wrong actually don’t matter so much. Here are 10 points that you should keep in mind when booking a venue and if you stick to these then you’re safe and need not worry.

First of all, where is your venue? Is it easily accessible? Is the route to your location long and is there a risk of heavy traffic? You have to ensure that the location you choose will be easily accessed by those invited. If most of your guests are getting lost on the way or stuck in traffic then you will have half arriving late and the other half arriving stressed and irritable. We can agree that would not be a good start to your event. You can get premium meeting rooms Croydon for effective meeting.

How Much Does it Cost?

The first thing you should do when you decide to have an event is set a budget, think it through and ask around before you decide on how much you are willing to spend on the cause. Once you have decided, no matter how tempted you are do not change your budget or send more just because you are blown away by the fancy lights or expensive technology of a venue. Decide on what you want from the venue then how much you are willing to spend, as long as both of these are in line you don’t need to increase your budget based on something that might look a bit better. If there are no interruptions and all you need is provided then changing your budget will end in regret.

Check the Facilities Before Booking:

It must be emphasized that the checking should be done before booking. Don’t be afraid to ask questions and take your time deciding because the last thing you want is to sign the papers and then realize that it’s not a suitable venue.

That would be a disaster, most venues just want to make money and will most probably not be understanding or sympathize.

A business meeting has a few basic necessities so tick them off:

·         Is there a dedicated meeting room?
·         Is all the technology you need available?
·         Is there unlimited Wi-Fi?
·         Is the technology up to date and well maintained?
·         Does the room have easy access to switches, cables and other necessary gadgets for an effective business meeting?
These are just basic questions that you should ask before booking but be sure to think and jot down any more requirements that you may have before booking. Ask the manager of the meeting venue and make sure you have it written that all these things will be provided. It’s easy for the venue staff to retract their words if you have no proof. The best way to protect yourself and your event is to ask questions by email so you have written proof. You can always confirm face to face later on.

Take Note of the Venue Staffs Manner:

This means are you happy with the way they are dealing with your enquiries? Are they getting back to you on time and satisfying your curiosities and qualms? You will get an idea early on of how positive the response is and that should either pull you in or keep you away. Don’t ignore the signs of lazy and irresponsible customer service.

Make Notes before the Site Visit:

It’s easy to forget what you wanted to ask and what you needed it check once you get there, especially if you are distracted by things pleasing to you. Make a note of everything you need to check before you go and once there make a note of what you found. It’s a good idea to take someone with you for a second opinion, you can’t do it all alone and something you may miss your partner may notice.

Is There Car Parking?

This is a must for a conference as most people will turn up in cars and won’t want to waste their time looking for parking or end up with fines. That will not leave a good impression on your guests. If the parking nearby is pay parking then try to arrange some sort of ease for your guests as no one will like to fork out a wad of money for full day parking in a high profile area.

As well as this some parking tickets expire after an hour and that means your guest will have to leave to check their cars which is a disturbance and inconvenience.

Arrange Food:

If you will not be providing food then make sure there is somewhere nearby where your guests can grab some lunch on the breaks. Conferences can be tiring and nobody will want to take their car out and have to drive out far to get some food. 

If you provide food and drink then this will create ease and a relaxed mood for all those invited. Spending the money is worth not having irritated or hungry guests who are just waiting to leave. Don’t forget to offer food for any special needs that your guests may have whether it’s a vegetarian or kosher/halal option.

 Get the Venue Size Right:

Having a huge room for a few people will just look odd no matter how fancy it is. Likewise a small room for too many people will be uncomfortable and irritating especially if it is a full day conference. Arrange the venue right as comfort is directly linked to the success.

Make Your Accommodation Suitable:

If your conference is lasting more than a day then you need to make sure your guests have a comfortable place to stay and there are facilities for the disabled and special needs. For business working guests the accommodation should have wifi as most people will need to connect with their jobs and companies.

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