What to Look for When Renting a Conference Venue for the First Time

by Tejaswini , 18 April 2023
by Tejaswini ,  18 April 2023
What to Look for When Renting a Conference Venue for the First Time

Planning a conference for the first time can be an exciting but overwhelming experience. As the success of any conference largely depends on the venue, selecting an option that caters to your requirements and offers an unforgettable experience for your attendees is crucial.

With the many options available, it can be challenging to determine the venue that meets all your needs. From space capacity to technology infrastructure, catering options and accessibility, you need to consider several factors before making the final decision. We're here to help; read on as we guide you through some essential elements to look for when renting a conference venue for the first time.

Are your guests going to be comfortable?

Ensuring the comfort of your guests should be a top priority when selecting a conference venue. You need somewhere that prioritizes attendee comfort while offering ample space for your guest count with comfortable seating options. Nobody wants to spend hours sitting in uncomfortable chairs or in cramped spaces.

We recommend looking for conference venues with various seating options, including padded chairs, couches, and other comfortable furniture. Additionally, having food and refreshments available throughout the day is essential for energizing and focusing your attendees. Most conference venues will list preferred catering and bar companies to ensure you can design the perfect menu to complement the event.

Location, location, location

The location of your conference room is an essential factor to consider when selecting a venue. It is crucial to choose a centrally located spot that is easily accessible for your attendees. Additionally, make sure there are convenient parking options and communicate this information beforehand through email or other means.

Once your attendees arrive, it is essential that they can navigate the venue easily. Clear signage throughout the building ensures attendees can locate critical areas, such as restrooms, break rooms, and information desks.

Location and space are two of the most essential components to consider when selecting the venue for your conference. Unfortunately, some conference venues do not have a lot of on-site storage. Just as you would when considering a move, check with a local portable storage company about temporary mobile storage solutions to house and protect any materials you need for your conference.

Avoid technical issues on the day

Whether choosing an event venue or a great co-working space, technology is essential. It can be frustrating when your chosen conference venue lacks the necessary equipment. Your area must be equipped with modern technology, including built-in projectors and screens in each meeting room.

Guarantee a reliable wireless internet connection throughout the building, and ensure that the venue provides A/V equipment that has been tested and reviewed by previous events.

Pro tip: Ask if the venue has any advanced or specialized equipment available for rent to ensure your conference has the necessary tools to make an impact.

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Keep it clean

Creating a clean and welcoming environment is essential for any successful event, and selecting a conference venue that prioritizes cleanliness is crucial. Choose a venue with bathroom attendants and cleaning staff on-site during your event to ensure a clean and well-maintained space. This will ensure that the space is kept tidy throughout the event, providing a pleasant experience for your guests.

It's also essential to check beforehand if the event space provides kitchen access and confirm whether there are any restrictions on food preparation. Can you store your items in the venue's fridge or freezer without concerns about cross-contamination? Always check all of this first.

Keep within the budget

We know you want to impress with your event, especially if it is your first one. For small businesses specifically, you want to make sure you stand out from the competition, and your event is part of developing a strong brand that people will recognize. However, it is essential to stick to your budget!

It can be easy to get carried away, so you must determine your budget and find a venue that fits within it. Make sure to factor in additional costs, such as catering, equipment rental, and staff fees.

Consider the parking situation

Many people forget one of the crucial factors when planning an event: parking availability. It's the first thing that attendees will look for upon arrival at the venue, so if the venue has a parking lot or valet parking, you're in luck.

If there's no parking available, however, here are some alternatives to consider:

  • Reserve nearby parking lots: If the venue doesn't have a parking lot, you can check for nearby parking lots that attendees can access and use. This option is beneficial as it guarantees attendees a safe and secure parking space.
  • Negotiate with ride-hailing services: Another option is to negotiate with ride-hailing services such as Uber and Lyft to offer discounts for your event. You can set this up with them and distribute the promo code to your attendees. This option will encourage attendees to carpool or use ride-hailing services, making it easier to find parking and reducing traffic congestion.
  • Offer valet parking: If you want to be a little more upscale, provide valet parking yourself. You can hire a professional valet service to manage parking and ensure that attendees' vehicles are secure. This option will give attendees a sense of luxury and convenience.

A great venue makes a great event

When selecting the ideal conference venue, paying attention to even the smallest details is crucial. The aesthetics of the venue should not be overlooked; ensure the space is technologically advanced and aesthetically pleasing, and you'll run a successful and enjoyable event that attendees will look forward to returning to year after year.

Always remember, if you are looking for the perfect venue for any use, Eventflare is here to help. You can book your entire business event in one place with our help today.

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