Top Ten Tips for selecting the Ideal Meeting Venue

When arranging meetings, there are so many options available, from an in-house meeting room to a generic business centre, from a hotel room to a dedicated conference venue. Even though we’re in difficult economic times, daily rate is not the most important consideration, especially if you have to pay for additional services such as IT equipment that you believed was included in the original price! Without doubt, choosing the right environment for your conference, meeting or training event can be as important as the content.

To help bookers identify the key criteria when selecting their meeting venue, I have prepared a short guide based on feedback from our customers,

Staff
It’s the quality of the people that separates the acceptable from the exceptional.  Visit your chosen venue, and experience how you are greeted as this is a good benchmark as to how your delegates will be treated.  Speak to staff, find out whether they are happy in their work. If there is a high turnover of staff then continuity and standards can slip which could have a negative effect on the success of your event.

As well as making you feel welcome, do the staff know what business clients need and expect?  Do they provide a dedicated conference organiser who will be a single point of contact, and arrange everything to make your meeting run smoothly

Good staff add that personal touch that makes all the difference to your meeting being a success!

Location and environment
A bustling town centre hotel may be fine for holidays or business trips, but is it right for your event? Maybe a traditional country mansion house would give that image of peace, style and quality that will set the scene for your meeting? 

Do you only need four white walls in an anonymous building, or would a tranquil location with clean, airy rooms with plenty of natural light offering a distraction free environment be far more conducive to learning.

Facilities
Make sure the venue will provide all the facilities you need with experienced technical support.  Advise them of any special equipment you may need such as data projectors, high speed internet access and check it’s provided as part of your standard package.  Even new equipment fails, so ask if there is a proficient IT person based on site or do you have to provide your own expert? 


Number of delegates
Think about the number of people who will attend the event and can the venue provide a room which suits your meeting.  If the rooms are too small your delegates will feel hot, cramped and uncomfortable; conversely a small group of people in a huge ballroom will look and feel lost – neither option is ideal.

Breakout areas
Check for breakout areas where delegates can relax in a peaceful atmosphere and recharge their batteries.  A good venue will provide a selection of teas and fresh coffees with cookies available whenever you want them – much better than your meeting being interrupted by Mrs Overall delivering stewed coffee just because you ordered it for 10.30.

Catering
Delegates don’t want to spend their lunch breaks queuing up in a restaurant and competing with the general public. Check there are flexible catering facilities offering good quality food, not glorified school dinners, and well-trained efficient staff who are familiar with the needs of the business clients.  This means that as well as offering a carvery or self service facility, they will also have flexible restaurant hours to cater for meetings that overrun.

Adaptability
No matter how meticulous your planning there are always last minute changes.  Can your venue cope with these?  Before booking, ask them to give you real examples of challenges they have overcome. If you had to change the number of delegates on the day, or you had to change the time of the gala dinner, how would they deal with it?

Parking
Good parking facilities or the lack of them can make a huge difference to the success of your event. Many town centre hotels have limited parking which has to be paid for and may not be secure.  Custom built venues are usually situated away from the town and can offer plenty of securely monitored free parking.

Third party endorsements
When you visit the venue ask to see testimonials and referrals from other customers.  A good venue will be proud to provide these references and it will help you assess how successful the venue has been in delivering the high standards you expect.

The final bill
Check that your package includes all the resources you need for your meeting. Does it include a video projector, is Wi-Fi part of the package, are refreshments such as tea, coffee and even bottled water included?  You don’t want nasty surprises when settling your bill, so insist that the venue confirms in writing that the final invoice will not include any additional costs that had not been previously agreed by your company.

It’s important that your delegates to enjoy the event. Choosing the right venue is critical in ensuring it all runs smoothly, and you’re not tearing your hair out sorting problems before or even on the day.  Dedicated venues have experience, excellent staff and the resources, so let them take the strain and organise everything from checking in to the final invoice.

If you choose the right venue, you can relax, confident the delegates will enjoy the experience of a successful meeting.

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