How to choose Best Conference Venues

Write Down Your Requirements:

When looking for conference or function venues, Perth business leaders often make the mistake of rushing into making a preliminary booking. However, it is important to have an understanding of more than simply the number of attendees to determine the right venue. While many conference venues may be too small or too large for your number of attendees, it is important the venue is suited to the type of event you are hosting. If you are hosting a basic daytime business conference you will require a different type of venue compared to a full conference with evening entertainment and trade shows.

In order to obtain a clear vision of your exact requirements, it is worth writing the details down. Consider the type and purpose of the event you wish to host. You will need to consider whether this is a team building event or an information sharing function. This will determine the style of event and what you require from your venue.

Set Your Budget:

Before you begin to negotiate with any conference or function venues, Perth business leaders need to set a budget. Determining exactly how much you have to spend will narrow down your choice of venue and how much is available for menus, entertainment and decorations. When you are obtaining quotes for venues, be sure to check what is and is not included in the price. This will help you to compare like for like quotes and avoid unpleasant surprises when the final bill arrives.

Is There Flexibility?

Another important consideration for choosing conference venues Perth business leaders will need to assess is whether there is flexibility regarding the date and location of your event. If your event must take place on a specific date within a certain distance of your offices, you will find your choice of venues is far more restricted. Ideally, you should have two or three dates to choose from, to provide more options. If your attendees are traveling in for the conference, you may need to consider the distance to the airport for additional convenience.

Confirm Your Numbers:

Although you may have a rough idea of how many people will be attending your event, it is important to confirm your numbers as soon as possible. There is no point in paying extra for venue space you don't need, but you will need to know the venue can accommodate your party. Most venues will suggest an event size for their conference facilities, so it is a good idea to give the venue a range of the numbers who could be attending. You will need to confirm your numbers by a specific date but ensure that the venue does not lock you into a specific number during the initial planning stage.