While technology makes it easy to connect with remote teams and out-of-town clients, there is often still a need for an in-person meeting or conference. There is value in getting face time with your staff and clients – it provides a personal touch that can often be lacked in remote meetings.
But these meetings may require all parties to travel to a central place where a dedicated office isn’t available. This makes coordinating a meeting or conference venue extremely challenging – especially if you’re coordinating a meeting in an unfamiliar city.
Here are 4 tips to consider when selecting the right venue for your conference or meeting.
Traveling for work can be tolling. For staff and clients traveling from out of town to attend a conference or meeting, convenience is king – the last thing you want to do is make the venue challenging to get to and from. Consider whether your venue is accessible from airports, by shuttle, public transit or by vehicle. You should also consider the need for parking and confirm there is parking nearby.
If it’s a multi-day conference, you should also consider the venue’s proximity from restaurants and hotels. Ensuring that there are options within walking distance will provide maximum convenience for attendees. It’s also a nice touch to consider what will be available for your guests once the meeting or conference is done for the day – will they be interested in exploring the city in the afternoon? If so, consider selecting a venue located in the city’s downtown core.
When you’re looking for a venue, think about what you’ll need. What type of technology do you require? Will you need catering? Will you need stationary and accessories that would be a nightmare to travel with and a pain to have to source in a pinch?
Many event and conference venues will offer big screens, AV equipment, and projectors as well as pens, pencils, and notepads free of charge.
When considering catering, think of potential dietary restrictions and ensure your venue has appropriate options available.
While it may not be an intuitive consideration, it’s important to think about what type of atmosphere is appropriate for your meeting. For remote teams and clients who may not be constantly exposed to your company values and personality, these meetings are an important time to reinforce a sense of cohesiveness and unity.
While you’re probably used to hosting meetings at your own office where the tone and ambiance are reflective of your business and your brand, selecting an out-of-town venue means you’re exiting your comfort zone. That’s why it’s important to pick a venue that will reflect the message you want to convey – for example, if you run a creative agency, a sterile white boardroom might not stimulate the feeling you’re going for.
Availability, Capacity, and Budget
These might seem like the basics, but they are fundamental details that are often overlooked and can be a deal breaker for a successful conference or meeting.
Make sure that your venue is available when you need it, that it can accommodate the volume of people you are expecting and that you won’t break the bank to secure it. As a rule of thumb, you should start looking for your venue six months out when possible to ensure you get what you want. In many cases, this won’t be possible, but the more advanced notice possible, the more seamless the process will be.
At iQ Office Suites, we offer the on-demand meeting space your company needs in an environment that is designed to inspire. Each of our meeting spaces includes fully secure WiFi, unlimited coffee, tea, and filtered water, whiteboards and markers, and comfortable seating for you and your guests. Our larger meeting rooms feature 60” TV screens for presentations, including any adaptors needed for MAC or PC products.
If you’ve got a meeting or conference coming up, we’d love to hear from you!