Business meetings are important affairs. They can take place for a number of reasons, from a regular catch up to strategic assessment and just about everything in between. Because of their importance, it is essential that you have a suitable venue selected for when these meetings occur. This is especially important if clients or other stakeholders (other than employees) will be present. The purpose of this article is to examine what makes a suitable venue for an important meeting and what factors you should take into consideration.
Often the first thing that has to be established is the size of the conference or meeting, as this will have the greatest effect on the suitability of a venue. Meetings and conferences don’t come in standardised sizes either so even if a venue has advertised a suitable capacity, it needs to be dealt with in a bespoke manner.
Venue location is also important to consider. The deciding factor of whether a venue’s location is suitable or not should always come down to convenience for guests. If the event is to have many international attendants then one of the first considerations should be the venues proximity to an airport. If attendants are all local then the venue should be in a convenient local location.
The ‘tone’ of a venue is another important factor. Clients and other stakeholders need to leave feeling positive about the host and the event that they have just attended. If the venue does not give off the right image, this may not be the case.
A factor that has increased in importance over recent years is the necessity of technology. Improvements in technology have increased the mobile workforce and the importance of staying connected at all times. To fit with this, venues now need to cater for these extensive technology requirements. High speed Wi-Fi with good connectivity is now necessary and some venues go a step further by offering video conferencing facilities for stakeholders that are unable to attend. Social media packages are also becoming more popular, particularly for conferences with a wide appeal.
When deciding on a meeting or conference venue, there is much more to consider than cost alone. However, it would be foolish to say that costs are irrelevant because quite simply, that isn’t the case. Budgets are important, so the best course of action is to set a budget at the beginning of the process and then find a suitable location within budget (or as close to budget as possible).
The length of a conference or meeting may also be a factor is some cases. In an all-day or multi day scenario, the venues ability and willingness to cater for guests can be a deciding factor. The quality also needs to be high, as well-fed and refreshed attendees tend to be happy ones.
I mentioned convenience briefly earlier in the article, but it is important to ensure that the venue is convenient for the attending stakeholders. Parking is a consideration that one must take into account. Free parking is an enormous benefit, especially if the amount of people attending is high. Whatever the parking arrangements, it is important that the details be communicated to attendants prior to the event, as it can be quite inconvenient arriving without parking change. If the meeting or conference is to take place over a number of days, it can be beneficial to organise a venue where the attendants can stay, it is for this reason that hotels are popular meeting and conference venues.
Article Source: http://EzineArticles.com/7709663
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