When you are looking to hire a conference facility, there are a lot of factors to look into. Among these considerations, the location of the meeting room is arguably the most important factor to think about. Many times when people are asked about what deciding factors they applied in past site selection decisions, you can expect to hear answers such as ‘we’ve never visited there before.’, or ‘the Board recommended the facility.’, or ‘the lease rates on offer were too good to ignore.’ Are these the ideal thought processes in choosing a prime location for your meeting?
The choice of location can either make or break a meeting. It will determine whether attendees will throng the conference facility or fail to honour the invitation. While content is the number one reason for anybody attending a conference, the number two justification is location, location, location. Nevertheless, a good location is subjective and may mean various things to attendees. Read on for more insight.
Think about the goals and objectives of your planned conference or meeting. What type of conference location provides your audience with the experience that you wish to accomplish? Do the attendees usually come early and hang around past the conference? Check what the location has to offer in terms of fun and entertainment outside the conference facility, including outdoor activities, culture, restaurants, and entertainment.
Based on the goals of the conference, one conference location might suit the needs better as opposed to another. For example, airport properties work well for boardroom meetings due to their proximity to the airports for Board members to jet in and out right away after the meeting. Moreover, if you wish to keep attendees in and around the conference location and minimize the prospects of anyone going to explore the town, then a centralised conference facility may be better suited for your meeting.
When deciding the location of your conference meeting, you need to look at what means of transportation your attendees use to get to the meeting facility. A common occurrence is organisers forgetting to consider parking space for their attendees. If a sizeable number of disabled participants are coming for your conference, keep in mind to check whether the parking lot can accommodate oversized vans. In the case of an international conference event, does the location enjoy direct flights and what is the level of security at the airport? Moreover, it’s essential to evaluate whether the nearby public transport system can serve the number of people attending the conference. Also, consider whether or not the location will be convenient for participants to explore the town during their free time.
Can you coexist?
Check what other events are in the city during your meeting and which ones have already booked or being drafted in at the locations you’re most attracted to. You may ask how this relates to your conference. Well, picture a major event happening concurrently with your conference. The local transportation is overwhelmed; the airports are busier and nearby restaurants are full. This is not the experience that your delegates are expecting.
An additional component that’s becoming more and more essential for a good conferencing location is technology. With the current mobile labour force and the need to remain connected while on the go, the technology requirements for meetings have advanced. The facility’s technology is central to the attendee experience. Make sure the conferencing facility you choose has a good mobile phone and internet connectivity. Inside the conference room, there should be facilities such as LCD projectors, loudspeakers, video equipment, laser pointers, and microphones. The desks and chairs should also be comfortable. Remember, comfort breeds productivity.
Troubled with finding the right location? Try a training room rental that is within your preferred area and strike a contract. You can use it whenever you need. The factors mentioned above are crucial in finding the right location for your seminar. While each of these elements boasts of a considerable standalone importance, what makes a big difference is the service you receive when you hire a conference facility.