It might feel like it’s been a while now since we were all grappling with the COVID-19 pandemic. However, even in 2023, there might still be a sense of novelty to your organisation putting together an in-person event – especially if it will be your first major such event since that crisis. 

There is, after all, quite a big difference between attending a conference as a business or organisation, and being the entity that organises or hosts such an event. 

With that in mind, let’s take you through five of the aspects you should be thinking about when you are trying to narrow down your list of potential conference venues for an event you’re planning. 

How well does the venue’s location work for your needs – and those of your delegates? 

This might seem an easy enough factor to consider – if the venue is relatively centrally located or right next to a major road, it should be convenient enough to reach for almost anyone who could conceivably attend your conference, right? 

Well, it’s not quite as simple as that – we would also advise that you take close account of such things as the variety of overnight accommodation available nearby, and even the local shops, cafes, bars, and cultural attractions that delegates that might wish to take advantage of. 

What the venue is actually like to walk around and use 

We would always urge you to arrange to have a good look around the actual building – not just a ‘virtual tour’ or looking through images on a website, but an in-person tour – before you commit to it as a conference venue. 

When you do so, be sure to consider not only the practical aspects – such as how the layout will work with the numbers of attendees you are anticipating – but also the all-round ‘style’ and ‘feel’ the venue has. 

Is there something about the visual aspect of the venue that would dovetail nicely with the theme or focus of your conference? Or maybe the look of the venue just feels instinctively ‘right’ for your brand and what you want your organisation to ‘stand for’ in the eyes of conference guests?

The catering possibilities at the venue 

While a lot of organisations trying to find and decide on a conference venue want to ask about the catering services the venue itself might be able to provide, you might be just as well-served by a venue that provides the basic necessities, so that you can provide your own catering. 

Many venues, for instance, offer a ‘dry hire’ fee, whereby you will be the one providing the food and drink at the event. That could be a great way to reduce how much you pay for the venue hire, especially if you already have in mind a certain external company – such as Spoilt for Choice – that you trust when it comes to catering a conference. 

The venue’s safety arrangements 

It’s a “dull” subject, but if an emergency does occur at your event – and let’s face it, there’s no such thing as an “expected” emergency – you will be thankful for having carefully considered this aspect. 

There should be a thorough safety plan in place for the duration of your conference, and of course, the venue should have its own established procedures. So, discussing all these arrangements with the venue staff prior to the conference taking place will be time and effort well-spent. 

The cost-effectiveness of the venue relative to your budget 

Note: when we talk about this aspect, we aren’t necessarily just referring to the ‘headline’ price of hiring the venue. After all, there can be big differences in how conference venues express their pricing, and the packages that they offer. So, you need to take care to ensure you are comparing ‘like with like’, and consider this alongside your actual budget. 

Some venues, for instance, will offer pricing by the hour, while others will offer a day rate. And of course, you will need to be clear as to whether you will be getting just the room for that price, or other services and equipment, too. You won’t want to have to pay out even more for certain things at a later stage. 

Remember that when you’re interested in catering a conference in a way that will have all your attendees remembering the food for the right reasons, there will be no need for you to look further than Spoilt for Choice. 

We are a highly trusted independent business caterer in London, so why not order tasty, great-value food for your conference through us today? 

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