When planning an event, from a business meeting or social function to a seminar or national conference, there are many venue-related factors to keep in mind--so much so that the task can seem quite daunting at first.
Fret not: here is a manageable list of dos and don’ts to guide you smoothly through the process of booking the perfect venue for your meeting, conference, or function.
Do begin with a clear mission for your event.
Before making any venue-related decisions, draw up an outline of what this event must achieve and use this to guide you through all of the following steps.
Don’t delay in booking and preparing your venue.
You don’t want to be rushed into making decisions about which you are not confident so it is important to plan ahead and find resources to help you find a conference venues to host your conference, you can find many conference room options at this website so I would recommend starting your search here.
Do personally visit the venue prior to your event and oversee the arrangement of the room.
Don’t make the mistake of confirming a venue booking before seeing it in person. Not only must you ensure that the venue suits each distinct set of requirements; you may also be required to have a personal hand in the arrangement of your meeting room, function room, or conference venue.
When it comes to the layout of the room, there are a number of important issues you will want to manage. This includes seating arrangements and orientation, the location of the stage, and the amount of room for both the speaker and the audience to conveniently move about when necessary. Each of these aspects should be suited to the needs of your event and therefore will require your personal attention.
Do consider the desired mood of your function.
Would you like your audience to be energised and inspired by this event? Consider not only the enthusiasm of your speakers but also the colour scheme of available function rooms in Melbourne, a function room with a red or orange decor will inspire discourse and spark excitement while a green or blue backdrop may have a relaxing, calming, or even gloomy effect depending on the hue.
Do consider your guests when choosing a location.
You may have found a meeting room or conference venue that perfectly suits your needs in terms of budget and other requirements but do take care not to forget the convenience of your guests. It is best to make sure the venue is easily accessible; however, if you are going to ask your attendees to go out of the way to get to the location, you must be confident that the venue will not only satisfy your demands but truly wow your audience.
Do ensure that attendees can conveniently use their laptops or note-taking material during the meeting.
If you would like participants to walk away with newfound knowledge, understanding, or insights after your function, it may be helpful to ensure convenient means for them to document notes, thoughts, and ideas that arise during the event.
Don’t allow attendees to bring open beverages to their seats if there are no suitable cupholders in place.
This advice may seem insignificant but spilled beverages on your guest’s clothing or computers will put a serious damper on their ability to enjoy and benefit from the meeting or event. More importantly--though it may not be the fault of the organisers, it will be difficult for such participants to walk away from the function with a positive impression.