In order to properly evaluate conference and meeting venues, it is very important pay a visit to the locations you are considering holding the meetings. It is very unlikely that you already know the things that a particular venue can offer, unless of course, if you have previously been there before. There is a need for you to carefully assess the locations of the conference before you get into putting your signature on anything, that way you could be assured that you will enjoy the benefits for what you paid for. Visiting the conference venue is just one of the many steps you need to do to find the best meeting venue.
Once you have arrived, the first thing that you should check out is the amenities of the place. Determine whether the location is kept in good shape, assessing the parking, grounds, décor, carpet, floors, decorations, etc. Determine if the rooms are sized properly based on the number of people you will be hosting, and see if the structure of the rooms is flexible enough to accommodate any setup. Check the indoor natural and artificial lighting to be sure that it will be easy on the eyes, and make sure that outdoor noise doesn’t filter into the rooms where your meetings is going to be held.
The amenities offered should be your next stop, and you should determine what amenities you have accessible to you for your conference. You will need to find out if you can have a display with banners and signs, or if that is against the venue policies. You may find that there are restrictions on displaying the information about your event, and you should find out about these before selecting the venue. Make sure information desks are available for guests, as well as on-site office services – which are usually available at cost.
Try to check the various catering options available for your meeting. Some meeting venues will only provide basic catering, and you should determine whether you will have to hire outside catering or not. It might be of interest to you to find a conference venue that provides a packaged deal where catering is already included. Remember to check out the menu thoroughly or taste test a number of the dishes that they offer. It is the only way that you can be assured that the food for the attendees are delectable.
And, always keep in mind to ensure that the venue could supply the electronics and equipment that your meeting would require. Find out if there is a wireless internet service, as this is one of the principal needs of both host and guests during a conference. There should also be an accessibility to microphones, particularly if you are holding the meeting in sizeable areas such as an auditorium. LCD projectors will help you make your audiovisual presentations, and the remotes needs to be included. Monitors and television sets should be available as well. Don’t forget to check out for projector screens in the event you would need to have a presentation. And lastly, check the number of sockets that are within the room, and find out if they are enough to accommodate the electronics and the computers that you will be using during the meeting.