Meetings Blog Dec 10, 2021
Finding the perfect venue for a meeting or event can often prove to be one of the biggest challenges for planners. And like most challenges in life, having a roadmap to guide you along the way should not only drop you at the desired destination, but also have you there on time, feeling fresh, and ready to impress…
Before you take off on your route to venue success, it is important that you engage the brain and make some early decisions of the key points to be covered. This is effectively where you allocate what sits at the red light (those elements that are non-negotiable), the amber light (those aspects that you are flexible on), and the green light (very desirable features). Clarify the budget range, determine if the event is limited to one country or city, calculate what the maximum number of guests can be, and investigate what shared interests the attendees have, for example. Once you have these groupings understood, you’re ready to set the wheels in motion.
Based on the information assessment in Step 1, you should already have an idea of the types of locations that will work for the event. If the distance of travel is limited to the local region shared by the attendees, then gather a list of those venues that fit with your goals. For a more international group, picking somewhere that works for the majority is normally the most sensible approach to take, although, as always, other factors will play a role.
An urban experience in a cosmopolitan capital will provide your guests with the chance to explore the city’s history between sessions before getting to grips with the vibrant nightlife. Then there’s the idea of a countryside escape offering an adventure into the great outdoors and unique team building opportunities in relative serenity. For some groups, you’ll even have to unearth that elusive singular venue that will be talked about long after the event is over. Remember, of course, that, unless you are laying on a door-to-door pick-up service, ensuring comfortable transport links is often a major requirement, including parking.
Reliable and free Wi-Fi connectivity, suitable audience capacity, effective and flexible seating arrangements, modern facilities and technology, impressive dining spaces… the list can, at times, feel endless. Throughout your discussions on the venue, which will no doubt have to adapt across the planning phase, you will want to get confirmation on all the other associated variables. Sustainability initiatives, too, are key to most providers these days so verify what is done at the venue in order to ‘green’ your event as much as possible.
You must also consider the flow of your event and the number of rooms required will influence the level of complexity here. Some venues you see will immediately paint a picture of how the day will neatly slide into place on their current set-up but, if this is not the case, enquire about how the configuration can be adapted to fit with your requirements. This applies to something as simple as your tempting breakout areas as well as to the more coordinated flow between presentation rooms.
Journeys can be planned to the nth degree but that does not mean that there will not be a few obstacles to navigate along the way. Venue planning is no different so building in contingencies for various challenges that arise can prove to be a lifesaver, even if often they will not be needed. Weather is an obvious factor, one that will be more unpredictable depending on your chosen destination, but potential fluctuations can be countered by having a venue that can handle a quick switch between inside and outside, and can offer up heating or cooling solutions.
Selecting a venue provider with a track record in hosting world class meetings and events of all types and sizes is the equivalent of taking out that fully comprehensive insurance on your car.
The objective of the event, the size of it, and the key requirements will drive you to the type of venue that would suit, as per the steps above. You then have the finishing touches to approve to bring the journey to its most rewarding conclusion.
The food and beverage options open to you are vast but a venue that provides its own catering may take that particular headache away from you. Remember that if your earlier identified goals include a focus on sustainability then an emphasis on locally sourced produce is an attractive approach, with dietary preferences always in mind. Regarding décor, again the options are virtually limitless so consider the style of the venue, its foyer and its meeting rooms for an aligned approach.
As you already know, there are rarely ever two event-planning journeys that are exactly the same but ensuring that the venue you select is the right one for success can be achieved by following a roadmap like the one we have laid out. For more tips and advice our team of experts are always available to discuss the possibilities.
