Active business season is always characterized by a large number of events.
When to start preparing for an event and how to choose a suitable hall for the upcoming conference? Let’s define the basic requirements for a business venue that will fully meet the needs of the organizers.
Area and number of seats. First, determine the scale of the event – how many people are going to attend, how many invitations have been sent to or how many participants have paid for their participation? Choose a hall with the appropriate space and number of seats. This parameter will determine the comfort of not only those in attendance, but also the speakers. If the hall turns out to be small, it may be cramped and stuffy for those in attendance. A large hall can not pay for itself financially if few people will come, leading to a loss of profits from the event.
Technical equipment. A modern conference room should provide a comfortable environment for speakers and attendees to absorb information. Check the following conditions:
-level of artificial light and availability of windows,
-Quality of air conditioning and ventilation systems – the comfort of participants on hot summer days and winter months depends on it,
-Monitors, screens, audio and video equipment, amplifiers and microphones can make the speaker’s report more entertaining, and the interest in the presentation of the audience is much higher.
Location of the conference hall. When choosing a location for the event, pay attention to how easy it is to get to it by personal and public transport. Whether there is a sufficient number of parking spaces. What building the conference room is located in. A conference room in a modern business center or hotel is a more suitable option for business events. However, renting a room in the latter location may be significantly more expensive. Look at the entrance, the interior of the building and the furniture, the availability of elevators and the cleanliness of the restrooms.
Additional services. During the event you may need coffee breaks, business lunches for participants, rooms for negotiations of representatives of the company with potential clients or work in groups. Therefore, an additional advantage of the venue will be the possibility of providing a full range of services – on the territory of the business center cafe or restaurant, halls for coffee breaks, meeting rooms, located in close proximity to your conference room. When discussing the conditions of the conference in advance, discuss the possibility of providing drinking water for the participants of the event.
You may need thematic decorations of the room, meeting and registration of your event participants, writing materials. All this is also an additional service and can be arranged by the representatives of the business center, where you rent the conference hall. Be sure to clarify when booking the room, what services are included in the price, and what is an additional service and is paid separately from the rent of the hall.
Start choosing a suitable room a few months before the event. This way you have a better chance of booking a meeting room that meets all the conditions. First of all look at the photos on the website, ask the managers about the conditions, and then make sure to come and see the room in person.