Once you have an ideal venue in mind for your meeting or conference the next step is making it work for you. There are many factors you need to consider when making the venue suit you and your event needs. Here we offer our top tips for ensuring you get the most out of your venue.
Communication is key
Firstly you need to consider what factors of your meeting or conference are of utmost importance and what they require in order to make them work, such as guest speakers, refreshments throughout the event and number of attendees. Once you have a clear idea of important elements for your meeting, contact your venue and see what they can offer you.
For example, if during your event you have a guest speaker, see if the venue has a conference room with a stage, if not, are they able to set the room up so attendees are facing the front? If you have a high number of delegates attending, your venue may offer you a bigger and more conformable room, similarly, if your attendance is smaller, you way require a more intimate room.
Make use of the available facilities
If you’re hosting your meeting or conference in a hotel, be sure to make use of all of the services available including spa and leisure facilities, team building activities, accommodation and restaurants. One of the many positives about hosting your off-site meeting at a hotel is all the services at your fingertips. This will also prove popular with your delegates as they might want to stay after the meeting to enjoy a spa treatment, round of golf or dinner before heading home.
Available technology
It is important to utilise your venue’s state of the art technology during your meeting or conference. Technology such as audio-visual for PowerPoint presentation or videos, blue tooth microphones for larger events, speaker systems and the obvious - a good connection to the internet - are all effective ways to gauge your audience.
Refreshments
Keeping your audience fed and watered is one of the main factors of a meeting, and by hosting the event at a hotel they often include light refreshment within certain packages. Your attendees will appreciate these nibbles as their energy levels can start to decline without regular snacks and drinks.
For more information about Elite Hotels and how they can help you with your meetings, incentives, conferences, or events, please visit our meetings pages online.
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How to make your venue work for you
January 20th 2015