The first thing that every meeting host should have on their to-do list is finding the most suitable venue. And, for that, one has to go online, browse through the endless options available, select one, and that’s it. It may seem like a cakewalk, but it is not! There is a chance that you might find a suitable meeting venue this way, but it almost equals the odds of winning a lottery. There are several important factors like location and accessibility, occupancy, layout, services and amenities, parking facility, ambience, cost, and so forth that you need to consider when choosing a venue. Remember, none of these factors can be taken for granted.
When you are busy scouting for a meeting location that caters to all your needs, there are chances you overlook something critical for your meeting’s success. Especially if you are not familiar with venue sourcing, it would be better to move forward with a plan. So before you talk to the venue’s manager, go through the following essential questions so that you understand what to ask when you visit.
Is it available on your dates?
Quite obvious! This is the first thing you need to inquire about. Check if the venue is available on your selected dates and if so, will you get a room, AV equipment, and other services you need on those dates?
Is it easily accessible from highways, airports, or public transit?
An ideal venue is one that is centrally located. This will eliminate any possible issues around accessibility and make it easier for your guests to attend the event. Moreover, if most of your guests are travelling from different cities or countries, choose a venue nearer to the airport. In addition to this, make sure the venue has ample parking facilities.
Is it large enough for your meeting?
Being the host, you must ensure that all your attendees are comfortably seated. Plus, there must be enough space to relax and accommodate, especially if your meeting will continue for a few days.
Does it provide the right environment?
The venue you select must reflect the tone of your meeting. Whether formal or something a bit more fun, it should be flexible enough to mirror your business’s corporate image.
Does it provide you with all the necessary features?
Before you ask this question to the manager, list down the facilities you are looking for, plus the features and amenities you will require on the meeting dates. For example, if you want catering services, lounge areas, ballroom, outdoor space, theatre, etc., make sure the venue has it all.
Does the venue satisfy your technical and business needs?
It is always advisable to decide on a corporate venue with all the required equipment and technology to make your event successful. Almost every meeting will need a fast WiFi connection, audio-visual equipment, projectors, etc., so make sure these are available and don’t forget to ask if there is any additional charge for these facilities.
Does it offer catering services?
Good meeting venues usually offer beverages and refreshments. So do ask the venue manager if catering services are available and if not, will they allow outside catering services. You can also look for in-house restaurants and bar facilities if available.
How much does it cost?
Lastly, make sure the meeting venue you choose falls within your budget. Every business has a pre-defined budget for every event or activity, which should be considered when making a big move. Besides this, you must be well aware of the payment terms, liability issues, etc.
All the given details must be looked into well before the actual meeting. Only when the venue is decided one can move ahead with the other aspects that ensure a successful meeting.
