hoosing the right venue is vital for the success of your event. It is important to have defined the strategy and overall goal for the event before choosing a venue. What is your target audience and how does the location fit to that particular client? There are a few important items to consider when choosing the venue for your next event, so please find some tips below to help you choose the right venue for your next conference.
Perth has many venues to choose from within the metropolitan area. When choosing a venue, it is important to be strategic in your approach, such as accessibility, parking, accommodation and target audience- will most of the delegates be local or from out of state? This can potentially impact on the venue you end up choosing. For example, Promaco Conventions organises an annual state conference at which the delegates are constantly going in and out of the sessions to either go back to their office or conduct a meeting. Since most of the delegates work within the CBD area, it would not make sense to book a venue in Fremantle or event Burswood. If we did this, attendance would most likely decrease.
Size and Capacity
When you contact venues, they will ask some basic questions. How many delegates will be attending? Do you require any breakout space? Will there be any social functions? Are you having an exhibition or poster display? Having all this information ahead of time will make it easier for you and easier for the venue to give their suggestions. It also saves time from going back and forth and receiving different quotations. One element that is often overlooked by clients is the space of the foyer area for the breaks. My advice is to ask the venue what the maximum capacity of the space is, factoring catering space, exhibition space and poster displays if this is required. Don't be afraid to also ask for a contingency plan- can the venue accommodate if the number of exhibition stands or posters increases. Most of the time, the venues will be more than happy to factor this into your proposal and provide you with some layout options.
Facilities and Technology
Audio Visual is a huge factor when it comes to the success of an event, however some clients forget to keep this at the forefront when choosing a venue. It is important that the venue has updated AV technology that is able to handle the AV requirements for your event. It is also ideal that the venue has an in-house AV team that can guarantee everything goes smoothly, especially on the day. Can the venue facilitate the set up you require for the sessions and do they have the tools to do this? Most venues will, but if you intend to organise a conference on campus or in a community centre, these are the questions you will need to think about. Ensure that every single aspect is covered before deciding.
For those who have organised an event or conference before, you are aware there are a lot of expenses. One of the biggest costs will be your venue- don't be afraid to negotiate. Usually if the venue comes with in-house catering then there will be a minimum spend, if you don't reach the minimum spend, you might be charged a higher rate or charged for venue hire. Make sure to look over the proposal thoroughly before signing, as each venue will have different terms and conditions.
Engage a PCO
If you are unsure about the ins and outs of organising an event or contacting a venue, it's best to seek professional help. Promaco Conventions is highly experienced when it comes to seeking the right venues for our clients and assisting with logistical decisions. Promaco Conventions have successfully managed over 400 conferences and have over 30 years industry knowledge.
If you need assistance with venues or conference organising, don't hesitate to contact us at firstname.lastname@example.org. We would love to help make your next event a successful one.