10 Tips for choosing the perfect conference venue
- ACCESSIBILITY – When choosing your perfect conference venue you need to consider the accessibility of the site. Is it close to transport routes? Does it have sufficient parking for your attendees? Is it easily accessible from the airport? If you are a city central business do you require a city location or would a venue out of the city be better for your event. Sometimes being away from the pace of the city can help attendees relax, enjoy and pay attention to the messages you are trying to convey to them.
- SUITABILITY – When choosing your ideal conference location there are a number of factors you need to consider. Firstly, and possibly most importantly, does the venue compliment your events image? Is the setting to the same standard as your event? Also you need to ask about exclusivity – if there are other rooms being used by other organisations then will they clash or compliment your event. There is little point in hosting an animal rights conference next door to a hunting awards function! Discuss your event in depth with the venues event coordinator.
- AVAILABILITY – Is the venue available all year? This is always relevant as you may need to book your conference months in advance. It’s always a good idea to confirm your booking with a deposit. Verbal agreements can sometime be sided and forgotten if nothing has been solidly confirmed. By paying a deposit you can rest assure that your booking is confirmed and in the diary
- LODGING ACCOMMODATIONS – Is there a hotel at the accommodation or are there some nearby? Can the venue offer better rates at local hotels for booking your event with them?
- COST – Cost is always a key element when booking a conference. Every business has a budget to stick to and targets to meet. Make sure the venue suits your budget, while still hitting the high standards we all desire to impress our attendees. Ask the venue for a discount in return for multi-event bookings. There is always room for negotiation but remember you will be required to give a little as well. If it means committing to 3-5 events over a year or a repeat annual event over 5 years, then the venue is more likely to have movement with their pricing.
- STAFFING– Find out who will be working with you to make sure the conference is run as smoothly as possible. Is there a dedicated Events Coordinator to assist you with any issues that may arise? Do you know who to turn to for advice on setting up the event? How many staff will there be to help with serving your guests beverages or food? All these elements are relevant to planning the structure of the conference so you are clear who is doing what, how and when.
- FACILITIES – You need to find out if the venue has all the components you require to run your event available to you. This includes audio visual equipment and microphones. You will also need to be mindful of the set up capabilities, specifically seating arrangement and sponsors areas.
- BRANDING –Your branding is key to your event. You need to ask the events coordinator what signage and branding opportunities are available to you throughout the venue. For example can you place a banner stand at the foyer entrance or in the bar area? Are you allowed to place out door, non-permanent, signage near the entrance of the venue to help attendees find their way?
- TECHNICAL – In a day and age where we have become reliant on our mobile devices and various technologies you want to make sure the attendees have access to the outside world at all times. Will the venue provide access to device charging and will you have internet access for your presentations? You also need to determine what technical support (if any) you will receive during your conference. Are there staff on site ready and able to help you with the setup of computer equipment, projectors and so on or will you be required to bring your own staff for this?
- FOOD & BEVERAGE – Thirsty attendees? The odd tummy rumble? No way! Most sites provide food and beverage but is it prepared freshly on site or is it brought in by external caters? Ask if your venue can cater for food allergies and specific dietary requirements, can they manage last minute changes to attendee numbers? And are you able to order a la cart during the event or does it all need to be pre-ordered. Ask about food package options – from light canapés to a full plated meal – your venue should be able to cater to your bespoke needs.
When you ask yourself all these questions during your planning, you will realise that North Lakes Resort Golf Club ticks all the boxes. With our ample free on-site parking and city escape location, your attendees will have a chance to relax away from the hustle and bustle of the city, giving your event the full attention it deserves.
Our dedicated Events Coordinator and fully trained food and beverage staff will be on hand to help with any technical issues or service requirements you may have throughout your event.
While we don’t offer accommodation on site we do have a professional relationship with Oaks Mon Komo Hotel, located in Redcliffe not far from the course and clubhouse. Mon Komo Hotel offer first class accommodation at favourable rates when you host an event at North Lakes Resort Golf Club.
Based in North Lakes, only 25 mins from Brisbane airport and 35 mins from the CBD (approximately), we are ideally located for any business or organisations event in Brisbane and the surrounding areas. If you would like any further information on our conference packages and venue hire please do not hesitate to contact us at: firstname.lastname@example.org or call: (07) 34809208.
We look forward to seeing you soon!