Conference Planning – How to Choose the Ideal Location for your International Conference Event
Conference planning can be daunting. So our team here at venuesworld.com are here to offer you a few tips and tricks to finding that ideal location. First, we recommend you break the project into bite size objectives. Here, we will focus on the first step of finding the ideal location for your corporate event. You and your team have narrowed down your location preferences to…… anywhere in the World, as long as it fits the budget, and offers an unforgettable experience. No pressure!!
Here are a few questions you need to ask yourself, before you embark on your quest for conference paradise.
1) Are there any specific limitations or requirements regarding this conference event?
Be sure to ask lots of questions so that you know what your key objectives are. A lot of time and energy can be wasted researching locations you know little about, that eventually won’t have the right air access, correct style of venue or capacity to host the many factors it takes to operate a successful conference. Clarify which aspects of the event should take priority, as the research process might involve trade-offs as you narrow down your search criteria.
2) Is there a set budget for the conference?
Not all event planners have a clear spending budget, and that’s fine. But do your best to clarify the absolute maximum spend so that you can break your budget range into two or three cost options. When you present these option to your team, you can then narrow down your selection based on package value and suitability. This is exactly what you want, reasons to narrow down your conference location search criteria.
3) How many people do you expect to attend?
It can be very difficult to gauge the scale of the event at such an early stage, but your location research for a meeting of 25 people will differ drastically to a conference for 500 people. Start with an approximation, and tweak your research as more information becomes available to you.
4) Who is the conference event for?
International corporate conference events cost both money and time, so make sure your guests receive value from their participation. Depending on your objectives for the event, this might involve fun activities to encourage informal networking, trade shows to generate new clients, or a decadent gala dinner as a sign of appreciation for their ongoing business and loyalty. We can help you with this if you are feeling overwhelmed.
5) What are the travel implications?
The world is your oyster now, as airlines multiply their destinations and expand their reach. But do check your attendees won’t be effected by service strikes or weather warnings. The last thing you need is to upset your clients with long bus journeys, airport delays or overnight stopovers.
6) Are there any external factors that need to be considered before confirming your chosen location?
It is absolutely essential to research any social, economical or political issues in the area that might enfringe on your upcoming conference. An unexpected sandstorm or a local annual event could effect your conference experience, and the availability of accommodation in the area. Avoid event planner’s nightmares by researching in advance, and preparing a contincency plan where possible.
7) Time to choose your conference location!
You should now have a clear idea of what it is you hope to achieve from this conference event. Clarify how much you are willing to spend on the event, the size of the conference, and the context and style appropriate for your guests and industry. Research external factors and potential issues when analysing potential venue locations. Use this data to quickly filter down your options. There is no harm in keeping an eye on multiple venue options in your chosen location in case unexpected issues arise. And finally it is time to book your dates!
If you are feeling overwhelmed, you can always get in touch with us here at venuesworld.com. We are happy to source an appropriate venue to suit your event for free, anywhere in the world. We have local offices across 36 destinations globally. So you can be sure to get genuine advice and local expertise to ensure you get the most out of your conference event, without the stress!
