What are the most common venue selection mistakes for conference planners?

1 Not defining your needs

Before you start looking for a venue, you need to have a clear idea of what you want and need from it. You should consider factors such as the size, location, accessibility, layout, facilities, services, and atmosphere of the venue, and how they align with your conference goals, theme, audience, and budget. You should also have a realistic estimate of how many attendees you expect, and how much space you need for different activities, such as breakout sessions, networking, catering, and exhibitions. If you don't define your needs, you might end up choosing a venue that is too big or too small, too expensive or too cheap, too far or too close, or too formal or too casual for your conference.

2 Not visiting the venue

One of the biggest mistakes you can make is to book a venue without visiting it in person. Pictures and videos can be misleading, and you might miss important details that could affect your conference experience. For example, you might not notice the noise level, the lighting, the temperature, the cleanliness, the accessibility, or the staff attitude of the venue. You might also not get a sense of how the venue fits with your conference vision, brand, and message. Visiting the venue allows you to inspect the facilities, test the equipment, meet the staff, and negotiate the contract. It also gives you a chance to ask questions, request changes, and address any concerns you might have.

3 Not considering the location

The location of your venue can have a huge impact on your conference attendance, satisfaction, and budget. You should choose a location that is convenient, accessible, safe, and attractive for your attendees. You should also consider the distance and transportation options from the airport, train station, or other points of entry, as well as the availability and cost of accommodation, parking, and public transport. You should also research the local attractions, culture, and climate of the location, and how they can enhance or detract from your conference experience. If you choose a location that is too far, too expensive, too boring, or too risky for your attendees, you might lose them to other events or destinations.

4 Not comparing multiple options

Another common mistake is to settle for the first venue that meets your basic criteria, without comparing it with other options. You might miss out on better deals, services, or facilities that could improve your conference quality and value. You should always shop around and compare at least three different venues that match your needs, and weigh their pros and cons. You should also look for reviews, testimonials, or references from other planners who have used the venues before, and learn from their experiences. Comparing multiple options can help you find the best venue for your conference, and also give you more leverage to negotiate the terms and conditions of the contract.

5 Not reading the contract carefully

The contract is the legal document that defines the rights and obligations of both parties, and it can protect you from any disputes, liabilities, or losses that might arise from the venue. However, many planners make the mistake of not reading the contract carefully, or not understanding the fine print. This can lead to unpleasant surprises, such as hidden fees, cancellation policies, damage charges, or service limitations. You should always read the contract thoroughly, and ask for clarification or modification if you find anything unclear, unfair, or unacceptable. You should also keep a copy of the contract, and review it periodically to make sure you comply with all the clauses and deadlines.

6 Not communicating with the venue staff

The venue staff are your partners in making your conference a success, and you should communicate with them regularly and effectively. You should establish a good rapport with the venue manager, and keep them updated on your plans, expectations, and changes. You should also communicate with the other staff members, such as the catering, security, maintenance, or technical staff, and make sure they understand your needs and preferences. You should also provide feedback, appreciation, and recognition for their work, and resolve any issues or conflicts promptly and respectfully. Communicating with the venue staff can help you build trust, cooperation, and collaboration, and ensure a smooth and seamless conference experience.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?