We are not exactly at the end of the world pandemic, but we’re coming to the ease of social distancing. More and more people are going back to work normally. Are you in charge of coordinating the company’s upcoming event? Do you have an celebrated event to plan but don’t know where to start?
Whether you are organizing a small party and gathering or orchestrating a larger-scale seminar, let this article guide you through easy key steps to follow to help you pull it off with ease.
1. Choose the location
The single most important thing a venue must do is make the attendees comfortable. The audience must feel completely at ease in the location chosen if they are to be receptive to the conference’s message. It may sound obvious but to do this, the venue must meet some type of expectation the audience has. If the conference is going to be attended by business leaders, corporate conference venues are the most likely to be well-received. If the attendees will be sports organizers, a more pertinent location, such as a sports field, would be appropriate.
Likewise, unusual venues like a museum or underground cavern can make a great or terrible location; which of these depends entirely on the audience attending the event. Careful thought and research must go into such a decision as it heavily characterizes the overall event.
2. Think about the size of the venue
Choosing the right conference venue size can make or break what could otherwise be a mediocre conference. Letting the audience feel receptive to the conference’s message is largely a part of where they are receiving it. In order to accommodate an audience’s tastes, their needs must first be understood.
Depending on the size of the conference, large open-air venues for hire might be required. One thing that you need to be thought of carefully is the way you manage to create the distance between attendees’ seats. This could mean a full conference centre if the event called for. Such venues must usually be booked many weeks in advance, and thus, a conference requiring such a large scale will need a great deal of advanced preparation that cannot be done at the very last minute.
3. Know your preference: outdoors or indoors?
Anyone hosting a conference must also consider if their guests would want an outdoor venue or indoor venue. In an area prone to sudden weather changes, an outdoor venue might not be ideal. Even a subject that might call for the outdoors, or even you try your best to avoid being in the crowded indoor space as a preventive measure, would not be served by an outdoor venue that caused guests to be drenched in rain.
Additionally, holding a conference outdoors in the dead of winter is obviously another terrible idea unless there is a very strong point to be made.
On the other hand, indoor venues can be equally uncalled for if the outdoors would only add to the conference’s message. Some topics such as bird watching conferences might very well adore a conference held in a national park or even the local city park. Every guest, every speech, and every detail of the conference would only be enhanced by the surrounding trees and environment. An indoor conference would only hinder such a meeting.
If you’re going to choose indoor space, please make sure you choose the enclosed space with inadequate ventilation and appropriate air handling.
4. Review room types/options
If the conference is to be smaller, there are endless types of event rooms to select. From the lighting to the shape and functionality of the room, these elements can be different from one type to another.
The type of conference room chosen becomes extraordinarily important. For example, a room without any windows for light can increase focus on speakers but can also feel claustrophobic. Such a room should only be chosen if the conference organizers are able to maintain focused attention on the speakers, and there is enough room to breathe without feeling trapped. Likewise, a room with windows can be distracting if the view outside is not peaceful.
5. Order souvenirs and supplies needed
After the number of people registered for your event has been confirmed, it’s time to order some supplies needed for the event. The items you need the most are name badges and office supplies (or maybe not because some people like to take note in their iPad devices)
At almost every conference, you will likely need special souvenirs for your guests. You know—the kind of branded stuff that they hand out for free. It could be anything from a selection of branded T-shirts, gift cards to bluetooth devices. Also, don’t forget to prepare a special gift for your speakers.
6. Create a checklist
Depending on the number of attendees, speakers, scheduling, presentations, sponsors, topics, staffing and equipment required, a checklist can be varied from one event to another. Make sure that you draw up the checklist suitable for the event you’re organising.
In summary
Choosing a conference venue can be tricky, but it is very rewarding when chosen well. You can create better attendee experiences by studying the needs and desires of attendees. Armed with the necessary research, a proper venue can enhance a conference above and beyond what it might have otherwise been without careful thought and preparation.
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