When you look for conference rooms that suit all your criteria then, there are chances that you might forget the minute details and miss something imperative which will help you to conduct your meeting and make it successful. This situation is possible if it is your very first conference meeting and also a new conference event for your company. Moreover, this might happen when you are not at all familiar with conference venues. It is important to have a checklist before conducting a successful event.  

Before you talk with the manager or the concerned person of the venue, you have to make it a point to make a checklist of all your conference event requirements and needs. This will guarantee you that; you will ask the right questions when you visit the venue. Besides, you will also think about the venues more efficiently and will be able to choose between different venues.

The following are 10 Vital Questions to Ask while selecting a Conference Venue:

1.      Is the conference hall available on your preferred dates?

If the conference room is available on the selected date, then you have to inquire about other things as well. Like can the hotel/venue provide you with required number of rooms and do they offer AV equipment? You may also ask for everything else you might need for conducting a hassle-free event.

2.      Can the venue also make stay arrangements?

There are chances that many of your attendees might come from another town for attending conference event. For such participants, you might need to make accommodation arrangements. If the conference venue does not provide accommodation, then you should make their stay arrangements at a hotel, which is at a strolling distance from the event venue and is also nearby to other hotels and restaurants.

3.        Is the venue easily reachable from the highways, airports or other public transports?

You have to consider the fact that your guests will travel to the conference event. So you need to see the accessibility of the venue from all modes of transportations. If most of your attendees are coming from the airport, then you can ask the manager of the venue to provide shuttle service. Also, see whether the venue has ample of parking space so that it becomes convenient for your guests to park.

4.      Is the venue spacious enough for your event? 

While finalizing a venue see to it that the venue has sufficient space for your participants. The event space should provide comfortable seating so that your guests won’t face any issue. The venue should also have space, where your guests can relax between sessions.

5.      What all facilities do the venue offers?

While organizing an event, there are chances that you might need meeting rooms and ballroom or theater for breakout sessions and space for exhibitions. Your guests might also be interested in the lounge area, restaurant, and outdoor space for relaxing. So do inquire in the hotel about the spaces.

6.      Do the venues have all the technical and business equipment?

When you conduct a meeting, you require few types of equipment, which are compulsory to host a hassle-free event. So before finalizing a venue, see to it that can the venue provide facilities like wireless internet, AV equipment, and computers. Few of the event venues have business centers with facilities like printer, fax machine and mailing services so that the attendees can have business meets and events in an efficient manner.

7.       What kind of ambiance is offered by the venue? 

This is the best way you can save your money. You can rent an old and not so popular venue. This will save you money, but there are chances that your participants may grumble about conference's "vibe."

8.        What are the charges of the venue?

This is the main question, which you should have in mind. When you choose a venue, see to it that the event space falls in your budget. And it should also offer incentives to get your business. Before finalizing the venue discuss with the manager or concern person about the installment terms, liability issues and the fine print.
 

9.      What type of catering does venue offer?

As we all know, catering is the most important part of the event. It is the food that the guests remember. So before finalizing the venue go through the options provided by the caterer of the banquet hall. In case, if you need vegetarian, diabetic, and other dietary alternatives then, ask the venue caterer that can they fulfill all the requirements.

10.    What are the perquisites offered by the venue?

Generally, small accessories like stationery and facilities beverage service and or shuttles to the airport are offered by the venue. Don’t forget to ask for such freebies as it can add up to significant savings. Moreover, it would also provide your guests with a better experience.

Hope our list of questions will help you to finalize your venue efficiently.