Conference Centre Must-Haves

A conference is usually one of the largest events on a company or organisation’s calendar and being responsible for choosing a location can be a daunting task. Finding the best business conference centre is the first task on a long list of responsibilities, so it’s vital to get it right the first time. After all, first impressions last – especially in the corporate world – and the success of an event relies heavily on where and how it is staged.

Successful conferences demand high levels of professionalism from both the host and service providers. A great business conference venue will not only meet a combination of needs, but should also be willing to go the extra mile and exceed expectations. There are several things to consider when researching the location for such an important event. Here are some tips on what to look for in a business conference centre:

Location

Location is paramount, so think about who will be invited to the conference and where they hail from. A venue in a prime location will be easily accessible and generally have good transport links, which is especially important for guests arriving from overseas or interstate. Get the location wrong and people may end up getting lost on the way to the venue, arriving late or even declining the invitation in the first place.

Size and suitability

Deciding on the number of guests early in the planning stage will make it easier to choose a venue. Assess whether the venue can cater in terms of seating capacity, number of meeting rooms and the layout and design of meeting spaces. The venue should also fit the corporate image of the business. Ensure the ambience and atmosphere of the venue gives the right impression about the company and the way it operates.

Technology

Professional venues should be able to provide a good range of business conference facilities including up-to-date technological equipment to suit all requirements. Look for venues that offer digital and audio equipment and internet connectivity.

Facilities and accommodation

Aside from technological equipment, what else does the venue offer in the way of business conference facilities? Onsite business and leisure facilities can prove a real drawcard for invitees, so look for a venue that can offer an all-inclusive experience. This could include catering and accommodation, plus complimentary amenities such as a gym or pool. It’s also important to ask if the venue can cater for guests with disabilities or special requirements.

Service and flexibility

Business conference centres usually offer a dedicated onsite event planner or team. It’s their responsibility to ensure the event runs smoothly to budget without surprises or hidden costs. Ask whether the venue is flexible in terms of dates and last minute number changes, as well as what type of bond or security is required to secure the location.

Finally, be sure to visit a selection of venues before making the final decision. Photographs on an venue’s website may not always do the location justice, or alternatively, they could provide a skewed impression of what’s really on offer. Always try before you buy.