Choosing the perfect conference venue can make or break what could otherwise be a mediocre conference. Letting the audience feel receptive to the conference’s message is largely a part of where they are receiving it. In order to accommodate an audience’s tastes, their needs must first be understood. Here are a few tips and considerations to keep in mind when choosing a conference venue.
Choose the location
The single most important thing a venue must do is make the attendees comfortable. The audience must feel completely at ease in the location chosen if they are to be receptive to the conference’s message. It may sound obvious but to do this, the venue must meet some type of expectation the audience has. If the conference is going to be attended by business leaders, corporate conference venues are the most likely to be well-received. If the attendees will be sports organizers, a more pertinent location, such as a sports field, would be appropriate.
Likewise, unusual venues like a museum or underground cavern can make a great or terrible location; which of these depends entirely on the audience attending the event. While a meeting of history professors might appreciate the Native American exhibits, astrophysicists would find it misplaced. Careful thought and research must go into such a decision as it heavily characterizes the overall event.
Think about the size of the venue
Depending on the size of the conference, large venues for hire might be required. This could mean a full conference centre or even booking an entire football stadium if the event called for such a scale. Such venues must usually be booked many weeks in advance, and thus, a conference requiring such a large scale will need a great deal of advanced preparation that cannot be done at the very last minute.
Know your preference: outdoor or indoor?
Anyone hosting a conference must also consider if their guests would want an outdoor venue or indoor venue. In an area prone to sudden weather changes, an outdoor venue might not be ideal. Even a subject that might call for the outdoors, such as bird watching or meteorology, would not be served by an outdoor venue that caused guests to be drenched in rain. Additionally, holding a conference outdoors in the dead of winter is obviously another terrible idea unless there is a very strong point to be made.
On the other hand, indoor venues can be equally uncalled for if the outdoors would only add to the conference’s message. The aforementioned bird watchers might very well adore a conference held in a national park or even the local city park. Every guest, every speech, and every detail of the conference would only be enhanced by the surrounding trees and the environment. An indoor conference would only hinder such a meeting.
Create a checklist
Depending on the number of attendees, speakers, scheduling, presentations, sponsors, topics, staffing and equipment required, a checklist can be varied from one event to another. Make sure that you draw up the checklist suitable for the event you’re organising.
Review room types/options
Whether the conference is to be smaller or larger, there are many types of event room to select. From the lighting to the shape and functionality of the room, these elements can be different from one type to another.
The type of conference room chosen becomes extraordinarily important. For example, a room without any windows for light can increase focus on speakers but can also feel claustrophobic. Such a room should only be chosen if the conference organizers are able to maintain focused attention on the speakers, and there is enough room to breathe without feeling trapped. Likewise, a room with windows can be distracting if the view outside is not peaceful.
Choosing a conference venue can be tricky, but it is very rewarding when chosen well. You can create better attendee experiences by studying the needs and desires of attendees. Armed with the necessary research and preparation, a proper venue can enhance a conference above and beyond what it might have otherwise been without careful thought and preparation.
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