Over the last six months we have been fortunate to deliver 35 plus conferences in EMEA & Asia and working with our client, we understand pains of the event manager! From understanding the event attendees to facilitating event registration, dealing with logistics can range heavily. One of the most important, if not, the most important aspect of an event planning journey is finding a great atmosphere for the special event at hand– or simply, the venue.
Before we share our top 8 tips for when planning for a congress or meeting. Did you know that many cities provide funding to attract your business to hold your next congress or event there? Lah-Cal can assist you in gaining funding from the local authority, making your budget go even further.
1. TIME IS FLYING
Venue finding can be a very time consuming exercise. It is never too early to start looking for a suitable venue. If you are thinking about hosting an event, then you can be sure that there are dozens of other companies thinking about hosting one also.
Am I going to have a main contact that I can easily reach on the day(s) of the event? That one go-to person that knows the ins and outs of the venue is essential! They can easily assist you or remind you of what you can and can’t do.
3. LOCATION LOCATION LOCATION
Is the venue located in an accessible location? Is there guest and handicapped parking and/or Is it near any type of alternate public transportation? Keep ALL of your attendees in mind. Don’t assume that every attendee has access to a car, and consider that others may have special needs that ought to be taken into account.
A unique country manor, isolated in the bleak countryside or a gallery in central Shoreditch, London can make for a great event location. But what about accommodation and how will your delegates get there? You may find this tips you way over your budget or there may not be enough bedrooms available at the venue. It is also important to consider if accommodation is required, whether you need everyone in the one place and if you transfers to other hotels in the area would work for your event.
Is there more space than what you anticipate? If you wanted to add in an entertaining aspect such as a photo booth or space for a dance floor, that option should be kept open. Many conference rooms are situated in the lower ground floor or rooms without light. If you have a conference room with no natural daylight always try to have your breaks in the fresh air or a room with access to fresh air.
What are my costs and what does it include? What is my cancellation policy? Inquire and note what is included within the costs– that also means catering, tables, chairs, and sometimes AV and/or lighting. Make sure you go in depth of how insurance contributes to the costs, too.
Do you have WiFi? Wireless internet connection is becoming an integral part of the attendee experience, and even your event management software might depend on some kind of connectivity. It’s important to figure out the data bandwidth as well as the costs associated with it.
8. Food glorious food
Food choices are very important at an event. If having a sit down lunch or dinner always schedule in plenty of time to get your guests into and out of the room again. Considering standing buffet lunches, especially if there are exhibition stands, can save time.
Whether you’re an event professional or an individual who attends events often, these 8 tips make all the difference in delivering a functional and rewarding event.
Lah-cal for Congresses, Meetings and More