There are a number of factors to take into account if you wish to make a successful venue selection. Whether you are organising a companywide social, a committee meeting or an international conference you must make sure that you choose not only the best venue for the event but also the best location. Of course this very often means that compromises must be made, as it is not always that both will coincide, but it is through looking at the big picture that you can make informed and successful decisions. The right venue in the right place can set the tone and make a superbly positive and energetic gathering.

Rotating Locations

If the event is an annual/recurring one and its participants are based in more than one area then rotating the meeting can have a number of benefits. Participants can see areas/regions where others are based. It spreads the load of travelling long distances to the meeting amongst participants.

And with a different location, climate and local attractions each time, it can keep the meeting or event fresh – a new location, away from the routines of the participants, can promote an expansiveness of thought and the generation of ideas. And finally, it can promote wide attendance because the event isn’t biased towards those in one region.

Attendee Opinions

Asking attendees for suggestions, either at the end of the current event, or in an email when you’re starting to organise the next event, can throw up some interesting ideas. You may receive ideas that hadn’t occurred to you before. You may discover reasons why your regular venue isn’t as suitable as you’d thought – in terms of location, layout and atmosphere.

And, through including meeting members, you may be able to drum up more excitement, and so attendance, in the event. But it’s important to remember, that the opinions of those who regularly show up to the meetings, as opposed to those who don’t, should be taken most seriously, as they are essential to the meeting’s success.

Town Versus City

Though many organisations insist on meeting only in major cities, for those who operate a more flexible approach, looking at smaller cities and towns can really pay off. There is often still an abundance of fantastic venues, and you can be the big fish in the small pond. Also, the venues may be cheaper, with more space, and be better suited your organisation.

Transport to the Venue

It is imperative that you consider how your attendees will actually get to the event. If the event is huge, can the local train service/airport handle the influx? Are there alternatives if one transport route suffers delays? Whether big or small, is it easy to find the venue? Will transport be expensive for attendees? Can you provide a bus/taxi service?

You will have to do some research on these questions to see how viable the venue and location is.

Weather and Climate

It is a good idea to check whether the location you’re considering has seasons of high rainfall, or of blankets of snow. Perhaps there are times of the year that are best to go to a specific place. If your event includes outdoor activities it is imperative that you think of this. But if the event is purely to be held in doors this is less of an issue.

From Location to Venue

Of course, your ideal location may have no suitable venues, but it is only once you have decided on a possible location or two that you can discover this. Evaluating a location before evaluating its venues is much better than going the other way around. There’s no point getting into negotiations with a venue and then realising that it’s in just not in the right part of the country.

Promote competition

Find a number of venues in your chosen location, narrow your search to two or three venues and then negotiate with them from there. It will be easier to get a good discount and by doing site visits as well you’ll be able to see what one stands out as the best.

Accommodation

By profiling your delegates it will help you to approximately determine what accommodation needs you will have.

Space and Facilities

Before selecting a venue make sure you know exactly what meeting facilities and spaces you will require. You can use similar meetings from the past to aid this. It is important to consider AV equipment, access to telephones, number of toilets/restrooms needed, internet access, lighting and heating controls and furniture (such as chairs and tables).

Meeting Costs

Meeting costs are often higher than anticipated. They can include accommodation, food and drinks, taxes, service charges, tips, internet access, caterers, meeting room setup and equipment rental.

If you take all relevant factors into account before starting your selection process then you are likely to find the venue best suited to the job.