If you are preparing a high-profile event, you should definitely think about the venue. For the full success of the business meeting to be dispersed on unsightly halls is not worth it. If you want to make a good impression on your partners, then in everything!
The key points are:
- The look and location of the conference room
- Conference room rental budget
- Technical features
- Additional conference room services
Thinking about how to choose a conference room?
Conferences with serious subject matter shouldn’t stray from basic, austere style. A clean, tidy conference room will set your guests in the right frame of mind. You will be in the room for several hours, if not the whole day, so pay attention to design. It should not reek of “Soviet motifs”. Restrained interior, but at the same time, decorated with taste and charm will add points to the event. No glaring colors, calm shades, so nothing will distract the attention of guests. Conference hall should reflect the format of the event.
For seminars, training courses and workshops, we suggest looking at less formal spaces. In a relaxed atmosphere you will create a trusting, comfortable atmosphere. In addition, information is perceived more easily when you feel “at ease”. A good idea – the loft. The versatility of lofts makes it easy to organize a creative event at a high level for a low price.
Properly calculate seating to avoid force majeure. If by chance you have unexpected guests, be prepared to accommodate them without prejudice to others.
One of the main criteria – location. Do not even look at the premises, which are located outside the city or in a residential area. This is extremely inconvenient, especially for visitors. The city center is the best option. Invitees will not feel the discomfort and difficulty in finding a venue.
Budget to rent a conference hall
How to choose a conference hall for your financial capabilities? If you have a limited budget, you will have to look for ways to save. Don’t run after popular conference services. Their prices may be a little overpriced.
Pay attention to online platforms or ask around from colleagues. Be sure someone you know has organized a similar event and knows a good inexpensive place.
Co-working spaces offer a wide variety of conference rooms at affordable prices. They are always creative, friendly spaces. Their plus point is that a coffee break is usually already included in the rental price. You’ll be offered a snack in the form of coffee and cookies.
But, and if you have a large company for whom the budget does not matter, and you are willing to pay any money for comfort, there will be no problems with the search.
Technical features
To find a conference room that meets all the wishes is not easy, but it is possible! In many ways, the success of the event depends on the technical capabilities of the location. You will need equipment for video projection and sound transmission, office equipment, air conditioning system. Can’t do without it today! Many do not check the quality of Wi-Fi, in the end you get a mess. Take into account bitter experiences of others and recheck everything on the spot.
If you decide to use your own equipment, bring it and install it the day before the event. At the location is always a person who deals with technical aspects.
Sometimes the rental price already includes basic equipment, but for some items such as projector, flip chart, microphone will have to pay extra. Check the details in advance.
Additional services of conference rooms
How to choose a conference room rental to keep the guests happy? Since the conference usually drags on all day, you’ll need additional services in the form of catering or a coffee break.
If it’s a small break, you can set up a table with treats in the main room or use an adjoining room for such occasions, if available. But if an evening banquet or dinner is planned, you will have to look for a room with a separate hall or transformer location where partitions will create a lounge area.
Landlords can offer help in preparing the banquet and provide a price. After looking at the prices, decide whether the offer will be profitable or if you should look for your own catering company.
If you don’t want to bother, make an appointment with the nearest restaurant or cafe. The table will be set at the appointed time, and you will continue to communicate in an informal atmosphere.
Foreign and non-resident partners will need to solve the problem with accommodation. Take a look beforehand at what hotels are located nearby. The owners of the location may be able to coordinate you on this matter.
The choice of the conference hall will be successful if you think through all the nuances.