When planning for a business conference, there is a lot to consider, however, a lot of the choices you will have to make will hang on the outcome of one, very important factor; where you decide to host the event. This is because you will have to take the capacity, provisions and space limitation that come with the venue of your choice into consideration when trying to orchestrate the rest of the event’s activities.
This makes venue sourcing an integral part of your planning process. So, to help you get it right and pull off the best corporate function of the year, here are some ideas on what to think about when selecting a venue for your event.
The cost of the venue
You should remember that the cost of the venue is not the only concern for your budget, so when selecting a venue, it is essential to leave room for costs in other areas. However, it might be worth paying more for venues that provide in ways and services that lessen your own costs and effort on decorations, catering, infrastructure or activities. Remember though that you are trying to make a good impression, so don’t take too much out of the budget and opt for one that costs next to nothing but provides very little. You would essentially be creating much more work for yourself and lessening the impact of the event substantially by doing this.
Where is it situated?
Ideally, a good location should be situated a little away from where normal business events occur, which is why many event and function venues in Johannesburg are situated a little out of the city. They should also not be too far away as to make them costly and difficult to attend for some of the people you are catering for.
Décor vs. decoration
Finding a location that closely matches the theme or style behind your event in terms of architecture will make it far easier and more cost effective to decorate at a later stage. Of course, you should consider how this will affect the price, where it is located and what kind of activities it accommodates for as well. Generally speaking, aesthetics is important, though often secondary to other concerns.
Their minimum and maximum capacity
Be sure to consider the event’s minimum and maximum capacities to see whether or not it is a viable location in the first place. Often, venues require a minimum amount to be catered for before it becomes cost effective for them to do it, especially if they have a larger, more expensive setup. Smaller venues are generally more than happy to take low minimum capacity, while not being able to provide for large ones. Remember though to stick to your needs, and use the expected number of attendants as a measuring stick for the size of the venue.
Call Event Inspirations today
For more assistance with planning business conferences and finding the perfect venue to do so, speak to our team at Event Inspirations for further details on our services.