10 Things To Consider When Booking Venues for Conferences

Posted by admin on July 4, 2022 Comments 0

Whether you have a more traditional, subdued and professional seminar, or a more modern and livelier event with more entertainment alongside presentations, you must find the best conference venues for your needs.

To do this, there are a number of factors you need to consider to ensure your conference facility & the event is successful. In this article, the Tatalia team have compiled 12 factors to consider before booking venues for conferences.

1. Technical Capabilities

Every conference facility will need the equipment and technology to enable presenters and performers to do their thing. As such, before booking venues for conferences, ensure the facility you choose has the necessary technical capabilities to support your event. This includes audio-visual equipment, Wi-Fi, and so on.

2. Location

The venue’s location is also an essential factor to consider in your choice. Is it easy for your attendees to find their way there, or will they have to travel a great deal (and at extended expense)? Don’t forget about the aesthetic considerations of the location, too. For example, opting for a spot in the CBD might be convenient, but corporate venues outside the city with beautiful ocean views or rolling green hills can uplift any event.

3. Capacity

Are you selling tickets to your corporate event? Is it invite only? Based on how you are bringing people to the conference facility, take some estimates of confirmed attendees and ensure the venue itself will be able to comfortably accommodate them. This doesn’t mean squeezing as many people in as possible, as there needs to be ample space to move, network and enjoy the presentations/performances.

4. Function Room Layout

The layout of the function room(s) is also important to consider. You need to ensure that there is enough space for your attendees to move around freely and that the layout is conducive to the type of event you are planning.

5. Event’s Management Team

You will likely want to focus on the content of the conference, rather than the logistics and its arrangement, meaning a good Event Manager will be crucial in ensuring your event runs smoothly. Make sure to ask about the venue’s Event Management team and what experience they have in running similar events.

6. Accessibility

Beyond accessibility in terms of travel, you should also consider whether the venue is accessible for all attendees? For example, is there wheelchair access, lifts, ramps and other considerations made for differently-abled guests?

7. Parking & Accommodation

Attendees might not mind travelling to your conference, but if they are also forced to find (and pay) for nearby parking, it can be a severe downside and even a deterrent. As such, if your attendees are driving to the event, you need to ensure that there is enough on-site parking for them.

If your attendees are coming from out of town, you need to ensure that there is suitable accommodation nearby. Fortunately, many of the best venues for conferences also have on-site accommodation available.

8. Cancellation Policy

In recent years, we have all had to manage the uncertainty that has come with COVID-19 and disastrous disruptions, leaving us to have more significant uncertainty around the future of our corporate events. It is therefore essential to find out about the venue’s cancellation policy in case you need to cancel or postpone your event.

10. Catering

Catering is another important consideration, both in terms of the food’s quality and your attendees’ dietary requirements. Make sure to ask about the catering options available at the venue.

Find One of the Best Venues for Conferences with Tatalia Function Centre

If you are looking for the ideal conference event venues to hire in NSW, consider the Tatalia Function Centre today. With a selection of facilities, catering options, accommodation available, presentation capabilities and much more, you will find everything you could ever need to ensure your next event is a success.

If you would like more information before you hire us as your next conference venues, please feel encouraged to contact us today by calling 03 5481 3333, sending an email to functions2@richriver.com.au, or by leaving your details on our online enquiry form, and we will get back to you as soon as possible. We look forward to hosting you!