The organization of a conference, training course or scientific symposium is a serious undertaking that requires, among other things, the organizers to make the right choice in terms of venue. The duration of the conference or the number of participants strongly determine our choice, but to make the right decision it is worth paying attention to several key elements.
Just a room or maybe a conference hotel?
When choosing a conference room, we are actually faced with a decision in a much broader perspective. The question is whether the participants of a given event will be provided only with a room, in the sense of a single room, or whether our choice will fall on a conference hotel, perfectly combining solutions in the form of a conference room, restaurant and accommodation base, in the case of organizing a meeting that will last a little longer. Even one-day meetings are sometimes held in a conference hotel, and combined with elegant refreshments they gain prestige and emphasize the professionalism of the organizer.
The choice of a specific location is equally important in this case. Combining training courses, conferences or industry meetings with relaxation in a seaside or mountain resort is currently a solution that is not only fashionable, but also very desirable for participants of such events. A hotel located in the mountains, among picturesque landscapes, is an ideal option to combine the pleasant (relaxation, rest) with the useful (training, conference). Taking into account the duration of the conference, the number of participants, the location of the facility and, of course, the budget at our disposal, we will certainly make the optimal choice.
Conference room – what to pay attention to when making a choice?
Conference halls are sometimes different. More or less modern. Better or less well equipped. However, it is worth remembering here that the choice of the place of the organized meeting will strongly influence what kind of reception the business conferences and training sessions we are preparing will get. A suitable venue can emphasize the prestige and importance of the event, moreover, it will affect the satisfaction of conference participants and confirm our, as the event organizer, professionalism.
Impressive, and at the same time perfectly prepared in every detail training or conference, is the right room, which should not only look professional and aesthetically pleasing, but also be perfectly, comprehensively equipped. Therefore, before making a choice, let’s check whether the proposed conference room has or provides:
- adequate sound system,
- wireless microphone,
- 35 mm slide projector,
- overhead projector,
- laptop,
- video-computer projector,
- screen,
- liquid crystal panel,
- lectern,
- stage,
- flipcharts
- photocopier, telephone, fax,
- WiFi and wired internet.
In addition, it is important that the chosen conference room guarantees proper acoustics and has adequate lighting. Other selection criteria in this case include:
- the ability to arrange chairs and tables in several ways, such as horseshoe, round table, or classroom;
- the size of the room – a small training session organized in a huge room will be a poor solution, among other reasons, because it will not guarantee the proper focus of the participants and their involvement in the conducted classes. And on the contrary – too small a room in the case of a large number of participants in the meeting will make everyone feel serious discomfort.
Why bet on a reputable conference hotel?
A conference hotel is a solution that provides by far the most benefits, both for the participants of the meeting and its organizers. Modern infrastructure, professional service, excellent cuisine and numerous amenities and attractions that can be used by conference participants during breaks and after the meetings, such as a swimming pool or the hotel’s SPA area. In fact, a conference hotel is now, in view of the growing expectations of conference and training participants, the only sensible solution. What we can count on when organizing business conferences in a hotel prepared to handle such events. This will include
- professional assistance in the organization of the conference, training, symposium, or even a corporate team-building event,
- coordination of the course of the event,
- an offer of comfortable accommodation for participants of organized events,
- excellent offer of refreshments during the training / conference,
- access to at least several different conference / training rooms,
- recreational and leisure facilities, allowing to spend time between classes / lectures, etc. in an interesting and pleasant way.
The article was prepared for you by Jeff Vertes, an analyst at bestcasinosincanada.net