What Not to Do When Hiring a Conference Venue

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Choosing the right venue is one of the most important aspects of planning your conference. The venue will influence many other factors of the conference and will create an overall ambiance for your event. Since this factor is so important it is crucial for you to take your time and choose the right conference venues in Cheshire for your event.

Unfortunately, there are a lot of things that can do wrong when it comes to choosing a conference venue. Here are some things that you should definitely NOT do when you are selecting somewhere to hold your conference.

Choosing Somewhere Too Far Away

Having your conference at a beautiful hotel in the countryside has some advantages, but if it is too far away from anything else this can be impractical for your guests. Take a look at where the conference venue is situated and how this affects people who want to attend the conference. Find out where the venue is located and whether or not it is accessible by public transport such as trains, tubes and buses. If not, you might want to offer a shuttle service from the nearest town or city to take delegates to the event.

Not Looking at the Conference Venue in Person Before Booking

Always make a visit yourself to a venue first before you decide to book it. The venue might claim to have certain facilities but then you find on further inspection that they are not as advertised. It is better to find this out before you make the commitment to book the venue rather than afterwards. Take your time to do a full inspection of the venue and make sure it has everything that you will need, including seating capacity, projection screens, Wifi, meeting rooms and anything else.

Booking the Wrong Size Venue

This can go both ways. If you book a venue that is too small, then you will not have enough parking or seating to accommodate all delegates – which can be a disaster. If you book a venue that is too big then you will have spent more than you needed and you’ll have only a small group of delegates in a large room – giving the impression that your conference was a failure.

So, how do you get the right size of venue? Try to get delegates to confirm their attendance as early as possible so that you will know how many people to expect. Allow for around 20% of people to be no-shows, which means that you can even oversell slightly. Try to get a venue that is flexible- for example a venue with an extra room that you can use if necessary.

Not Booking in Advance

When it comes to securing the right venue for your event, it’s important to get this done sooner rather than later. Conference venues will fill up – especially the popular ones. If you plan everything else around a specific date only to find that the conference venue isn’t available that day this can really ruin your plans.

The sooner in advance you can book your conference, the better. Plus, the earlier you book your conference venue the more time you will have to carefully plan your event and make sure that it is the best that it can be.

Forgetting About Parking

Does the venue have parking for your attendees? If the venue parking isn’t adequate, this can cause a lot of hassle and headaches for your attendees. You can remedy the situation by renting out nearby parking lots and including this cost in the ticket prices, or having your attendees pay to park in these nearby lots. There are also other solutions, such as offering a shuttle service from a pickup point to the event or offering valet parking. Take a look at the parking options that are available to you and your estimated number of attendees and figure out what the best option will be.

These are just a few important things not to do when it comes to booking your conference venue. If you can avoid making these major mistakes you will have a much better chance of hiring the right conference venue – such as Carden Park in Cheshire – and having the most successful conference possible.

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