What are the best ways to secure a conference venue that meets all of your attendees' needs?

Yes, when you choosing the venue: - keep in mind weather conditions can change - think how people will arrive to the venue and back, parking spaces, parking rates - what is included in to rent package of venue, be detailed - think about all kind of unexpected things that could happen, discuss with venue manager - fire safety. Check evacuation plans - check the reviews

Create a professional RFP that contains the following; 1. Past History 2. Meeting, Audio Visual, and F&B Specifications 3. Deal-breakers 4. Concession 5. Deadlines

Beyond External Research, you need to know your event and how to bend it to make it fit the facilities; 1. Can you promise a minimum F&B spend to the venue? 2. Are you flexible on travel dates? 3. Is the event growing or shrinking? 4. Do you know your numbers from the last event? 5. Can you book far in advance in order to get better incentives and concessions?

We can conduct online research on suitable venues, checking on their packages, what are included, and also reviews by customers. We can also ask people we know for recommendations. Arrange appointment with the venue sales team to meet up and personally view the venue and check on details.

During Site Visits, expect what you inspect, here are some of my best practices; 1. Bring a venue rating sheet so we can keep of our thoughts and impressions 2. Bring a copy of the venue response/proposal and the RFP so you can review terms and key issues between appointments 3. Please wear comfortable shoes 5. Be prepared to negotiate as the hotels may float new ideas 6. Bring extra business cards as we will meet 2-5 people at each venue 7. Please use a critical eye and remember we are still negotiating. 9. Arranged to have Sample F&B tasting and/or meet with the Chef at all venues.

The contract is the foundation for a great event and it is meant to provide clarity and not confusion when things get sideways. Remember, the agreement was written by the venue, by their attorneys, for their benefit so it is not a balanced agreement. The onus is on YOU to make necessary changes in order customize the facility to your needs. By the way, omission or removal of language doesn't protect you either and it make make it even worse for you. I recommend hiring an expert.

Once again, the contract is the foundation for a great event so key deadlines should be included in it. Also, Banquet Event Order (BEOs) that are created 21-30 days before the event can override the sales agreement so read the fine-print. Lastly, I am an advocate of doing a "Pre-Con" which is a sit-down meeting with the venue the day before the event starts. Both parties can go over each page of the BEOs for last-minute changes and it gives you a chance emphasize key moment during the event.

Leaving a review at the end of the conference, will provide a clear idea of things to take into consideration for further events. If you decide to ask the assistant for their opinion, design an inquiery starting firsty with the possitive side, ask them what was the best part of their experience in that revenue and why. Secondly ask for sugestions and take that into account for your next conference envent.

Experience is the most important thing! Thinking of innovative ways to comunica-te and promote what’s you’re supposed to. Challenge your participants and speakers ;)

In addition, location, airlift, other attendee travel needs and local activities nearby are often some of the most deciding factors when it comes to selecting the right venue. Be sure to add this to your research when comparing venues, which will make a huge impact on the resulting event!