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Finding a great venue for your next conference

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It can be the determining factor whether a conference is a success or a failure. This presentation will give you the tools to help you shortlist venues that best meet your needs. For more Information, Please contact us. Corporate Challenge Events, 1/12 Macro Ct, Rowville, Melbourne, VIC 3178, Phone: 03 9753 2562, www.corporatechallenge.com.au

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eve n t s




Finding a great venue for your next conference


May 2016


A crucial component for any conference is the VENUE

  • It can be the determining factor whether a conference is a success or a failure.
  • This presentation will give you the tools to help you shortlist venues that best meet your needs.
  • With so many venue options out there, it is important to establish criteria.
  • Firstly, write down what the objectives for the conference are, so they remain top of mind.
  • Now, let’s look at the five key considerations to help you shortlist and then decide on a conference venue…

Consideration 1: Location

  • How accessible is the venue from transport hubs?
  • Do you need it to be close to an airport?
  • What accommodation options are located nearby?
  • Are there any ‘off-site’ experiences that you need the venue to be close to?
  • What do the answers to the above mean in regards to transfers for your delegates?
  • What is the reputation of that location?

Consideration 2: Venue

  • Is the star rating aligned with the image of your conference and target delegates?
  • What is its availability for the dates you require?
  • What is its history hosting conferences?
  • Does the venue include other services that you may require?
  • Can it host the numbers you wish to attend?
  • Is the venue wheelchair accessible?
  • Is it likely to fit within your budget?
  • How and where will the venue allow you to display your conference branding and signage?
  • Does the venue exhibit friendly and attentive staff and a clean environment?

Consideration 3: Conference Rooms

  • Does the room have the space you require?
  • What are the possible room configurations for the number of delegates likely to attend?
  • What range of chairs & tables does it offer?
  • What is the air conditioning like with large numbers of people and your ability to change it?
  • What is the ability of the venue to facilitate your lighting and audio visual requirements?
  • What are the acoustics like in the room?
  • Does the room have natural or artificial light?

Consideration 4: Accommodation

  • How long will it take delegates to travel from their hotel room to the conference room?
  • Does the standard of accommodation venue match the conference venue?
  • What are the room types and bed options?
  • Is there wifi available in rooms?
  • What is the air conditioning like in the rooms?
  • What other extras does the accommodation venue have that can impact on a delegate’s experience?

Consideration 5: Catering

  • What menu options can be provided?
  • What are the dining options such as sit down lunch, morning and afternoon teas, canapés, formal dinner?
  • Does the venue offer catering packages and what is included for various minimum and maximum numbers?
  • Can they cater for special dietary requirements?

Being planned from the outset

  • Going in well planned will save you a lot of time and effort in shortlisting suitable venues and ultimately deciding on one that meets your conference needs and objectives!
  • Answer those questions yourself first to create your ‘ideal venue’.
  • Source feedback from past conference clients about the venue.
  • Conduct site inspections of the potential conference venues and accommodation.

Find out more about our free VENUE FINDING service…






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