6 Tips for Choosing A Perfect Conference Venue

With so many conferences happening in various locations worldwide, it can be hard to find a venue that offers everything you are looking for. You want one conference venue that is large enough to hold all of your attendees, has plenty of meeting rooms with comfortable settings, and offers food and refreshments options. But what are some things you should look for when choosing a conference venue?

In this blog post, we will discuss six must-haves for the best corporate venues.

1. Comfort

First and foremost, you want your guests to be comfortable. A good conference venue offers comfortable seating and enough space to accommodate your guest count. It's important for attendees to feel like they aren't sitting on the floor in an auditorium with hard metal chairs all day long. There should be comfortable furniture available such as couches and padded chairs. It is also very important to have food and refreshments available throughout the day. The best conference venues in Los Angeles and Long Beach always offer food and beverage options to choose from and a list of preferred catering and bar companies to connect with to design the best menu for your conference.

2. Easy Access

When choosing a corporate conference room the location is a key element. You want to make sure the venue is centrally located and easily reachable by your guests. Make sure to choose the most convenient parking accommodation for your guest and to communicate it to your guests ahead of time via email. Once attendees arrive, it should be simple enough for them to find their way around the entire place. There should be clear signage throughout the building that points people towards key areas such as restrooms, break rooms, and information desks.

3. Cleanliness

You wouldn't go into someone's home if they left trash lying around everywhere and didn't seem to care about having a clean environment, so why would your guests want to attend an event in a space like this? Make sure the venue offers bathroom attendants and cleaning staff to be on-site during your event and to maintain the event space clean the entire time.

At some luxury event venues, you may not have access to the kitchen, so you will need to check with your host ahead of time to see if there are any restrictions. If the space is available for food preparation, you should be able to store your items in their fridge or freezer without having to worry about any cross-contamination issues.

4. Technology

Technology is a key element when it comes to hosting a conference, and it can be frustrating when the event space you rent is not appropriately equipped. You want a place that offers built-in projectors and screens in each meeting room, along with a wireless Internet connection throughout the building. In addition, there should also be A/V equipment that has been previously tested and reviewed by previous events held at this location (so that you don't have problems during yours). It's also good to find out if they have any additional and more sophisticated equipment available for event space on rent.

5. Overall Aesthetics

Last but not least, you want your guests to feel like they are at a fun, unique and inviting place. You want them to look forward to attending the next year's conference, which is why you must choose a venue that has modern design and one-of-a-kind elements. This includes comfortable furniture with coordinating colors, soft textures on the walls, and high-end décor. The lighting and flooring choices should also be appealing to guarantee a successful event.

6. Capacity

The number of attendees you expect to have at your conference along with your furniture layout will determine the capacity of a space. For instance, if there are only 20-25 people in attendance, it won’t be a good idea to rent a large conference space that can accommodate up to 800 guest. It may be easier to rent a smaller meeting room that will make your guess feel more comfortable and guarantee a more intimate environment. If you are looking to host 500-600 guests, finding a venue with existing seating arrangements and large capacity will be your best choice. The rule of thumb is to book a venue with at least 25% more capacity then needed. That will allow you to sell more tickets and be able to accommodate last-minute rsvps without having to turn guests away. 

Conclusion

When searching for the perfect conference venue, it's good to keep in mind that the little details count. Try to choose a place with the right technology available, so there aren't any difficulties during your event. And finally, don't forget to pay attention to aesthetics. You want everyone who attends your conference or workshop to have an enjoyable experience, so they look forward to next year's event.

Frequently Asked Questions

Q. What are the characteristics of the best conference venues?
A. A good conference venue offers comfortable seating and enough space to accommodate your guest count. It should have easy access and clear direction so that guests won’t find it difficult to reach the space. Having a clean environment is also very important and offering built-in projectors and screens in space is an essential must-have along with a good high-speed wireless Internet connection. Last but not least, a venue presenting beautiful aesthetics can improve the experience and make your guests feel like they are at a fun, unique, and inviting place.

Q. How to make your guests feel comfortable at your conference venue?
A. There should be comfortable seating and furniture available such as couches and padded chairs. It is also very important to have food and refreshments available throughout the day. It should be simple enough for them to find their way around the entire place by using clear signage that points people towards key areas such as restrooms, break rooms, and information desks.

Q. What is the key element you should look for when hosting a conference?
A. Technology is a key element when it comes to hosting a conference, and it can be frustrating when the event space you rent is not appropriately equipped. You want a place that offers built-in projectors and screens in each meeting room, along with a fast wireless Internet connection available to all guests throughout the building.