Shortlisting Venues

Having selected the right location, you can press ahead to shortlist conference venues and overnight accommodation as relevant.

Is the venue easy to find and readily accessible?
Find out whether it is easily accessible and how do you intend on taking the people out there.

Is it the right size?
Can all the delegates be accommodated, with everybody in one room for some sessions and separated into several, smaller groups on other occasions? Are you sure you can fit in a stage, equipment, product displays and delegates comfortably? Is there easy access for delegates - including disabled ones? Is it easy to manoeuvre and display equipment?

Does the venue offer everything you need to run a successful conference?
Are there photocopiers, fax machines, secretarial and translation services? Are OHPs, slide projectors, screens and video machines available? Is there a technician on-site to operate them on your behalf? What other equipment are you looking for?

Is the venue available on your preferred dates?
If so, it could be that no one else wants it. Think about why this is - is it a poor venue, perhaps? If this is the case, what should you do? Would it be sensible or possible to rearrange your dates? Is there another, equally good venue which is available on your dates?

What are the costs involved?
What is included in the basic hire charge? More important, what is not included? Be clear about this now rather than later! Consider whether the figure is acceptable and within your budgetary constraints. How much do you have to pay for the extra facilities and services, which are not part of the basic hire charge, such as the equipment, technician and the time taken to set up and remove all the conference equipment?

Do you have someone to assist you in your plans?
You should know when you are selecting a venue whether it is really meant for conferences or not. It is best to have some knowledge about all this when you come across such a situation otherwise it is good to have someone who is familiar with the art of organising conferences.

Is suitable overnight accommodation available on-site or nearby?
Don't overlook this factor as many organisers tend to do. First, check that the accommodation is sited within a convenient walking or driving distance from the venue. Then make sure that there are enough rooms of the right type free on your dates - singles and twins, doubles or family rooms. Are there ground-floor rooms for disabled participants? Are they of a standard, which will satisfy or impress speakers and delegates?

Will the costs incurred include room, breakfast, lunch, and evening meal? Which facilities and services are incorporated within these costs and which are extras? How much do the extras cost?