6 TIPS FOR CHOOSING THE PERFECT CONFERENCE VENUE
Whether you are running a conference for customers, partners or a larger conference, the right space makes all the difference. These tips will help you find the perfect kampala conference venue.
From gathering speakers to securing sponsors, your to-do list seems to be never-ending. With 36% of event planners spending most of their budget on the venue, choosing a event space becomes one of the most important and challenging aspect in the planning process. To make it a bit easier, here are 10 tips for choosing a great venue for your next corporate event, conference or a trade-show.
1. Accessibility: The location of the event venue is paramount for maximizing event attendance. At 63%, accessibility is the biggest factor in choosing an event destination. Before determining the location, ensure that transportation is readily available to the venue so that attendees can easily arrive by air, rail or automobile. If your attendees are comprised of VIP’s or high level executives and the only flights available require more than one leg, you may lose participants. Also, confirm that there is ample parking or valet services for attendees who chose to drive to the venue
Additionally, Make sure that there are restaurants or other attractions nearby that are open either pre or post event to maximize additional event networking opportunities.
2. Lodging Accommodations: If the venue is not located within a hotel, there needs to be suitable lodging accommodations within a reasonable distance of the event. If the venue is not within walking distance, check to see if the hotel will provide a shuttle service. If not, factor in the availability and expense of taxi or car services for participants.
3. Staffing: Find out the attendee to venue staff ratio to determine if there will be enough wait staff, concierge support, and security for your event. You will have a lot on your plate during event day, so check if there is an on-site dedicated venue coordinator or designee to assist with any issues that arise. Also, see if the staff will help you with surveys or onboarding and promoting your event app to your attendees.
4. Facilities: Seek out a venue that has all of the components that you will need available for the event. This includes audiovisual equipment, stages, and microphones, You also have to be mindful of the set-up capacities, paying specific attention to seating arrangements and sponsor areas, as well as if you’ll have the ability to engage outside vendors and utilize break-out rooms.
5. Branding: It’s very important to consider the ease of branding opportunities. Branding is key, so make sure you can do it! Ask the venue coordinator what signage and branding opportunities are available throughout the facility, not just in the event space itself. Can you utilize an in-house electronic marquee or place signage in the elevator space? These are questions to ask before you sign a dotted line.
6. Technical: It is important to see if the venue offers charging stations and Wi-Fi availability for your attendees. If not, this is an additional element you will need to provide. Also, determine if there will be tech support available onsite during your event. Nothing aggravates attendees more than having their mobile device stall or wandering aimlessly around the event searching for Wi-Fi — according to a 2018 study, 78% of event professionals agree that WiFi availability and performance remains as one of the biggest nuances at their events.