When organizing a conference, there are many moving parts to consider, and one of the most important factors is finding the perfect conference venue. We wanted to put together some tips so you can weigh the pros and cons when choosing your venue carefully.

What are some of the major factors that make a good conference venue?

1. Budget

The very first factor you will want to consider is your budget. Most often when you tour different conference meeting spaces, you’ll be able to get an idea of what different layouts will cost. This gives you a way to compare between spaces, as well as negotiate, once you have toured a few different locations. Working with a venue consultant can work in your favor in terms of negotiation and connections. That is something we are always willing to do for our clients at Piovra Group.

2. Space Layout

The next thing you will want to consider is the space layout. Is this for a rather large conference where you will need a sizable conference hall for rent? Or is it a smaller conference you will be hosting where a more intimate venue might be more appropriate? You will want to consider how many people will be attending as you make your decision. Space layout is also important when it comes to the aesthetic and flow of your conference as well. Will there be presentations and speakers? Are you going to have engaging group activities where people will need to move around? These are important things to consider when looking for the event venues.

3. Location

Finally, you will want to choose a venue that is convenient in terms of location. Are people going to be flying in and traveling to get here? If so, you will want to make sure the venue is close to an airport and public transportation, to make it as easy as possible for the attendees. Is it a single day conference or a few days during the week? This can make a difference for whether or not you will want to be near hotels and lodging. These are all important things to consider when choosing the right venue.

What are the different types of facilities that can be found in a conference venue?

1. Customer Service

You always want to make sure a conference venue has exceptional customer service. If something were to happen such as the air conditioning goes out or there is a power outage, you want to make sure there is a team in place to help you through. In-house event teams are great because they will work with you every step of the way and know how the venue operates. A competent and professional team goes a long way. 

2. Catering

Refreshments at all day conferences are crucial. They keep your guests hydrated and focused so they have energy throughout the day. You’ll want to make sure you have regular intervals scheduled throughout the day for guests. Ask the venue for a tasting menu so you can try everything beforehand and make sure your attendees will be happy with the selection.

3. Washrooms

Depending on how many people you have at your conference, this will determine how many washrooms you will need. There is nothing worse than having to stand in long lines just to use the washroom. Make sure you have an appropriate number of locations for people to refresh throughout the day.

4. Furniture

Lastly, you will consider furniture. Are the chairs that your guests are going to be sitting in all day comfortable? Do you need tables or desks for people to partake in certain activities throughout the day? You will want to coordinate with the venue to make sure you have the furniture needed to make sure your conference is successful.

What are some tips for booking a conference room?

The last few things you will want to consider, along with all of the tips up above, is the tech support and if the venue is cost-effective. Before booking the conference room venue, make sure the tech support is top-tier. Do they have strong Wi-Fi connections throughout the space that are fast and reliable? Do they have good technical support in case something goes wrong? This is crucial when making your final decision. And lastly, is the venue cost-effective? Based on your needs and budget, is this venue providing everything you need or could you go elsewhere at a smaller budget? You will want to ask about tiered pricing and packages to make sure you are getting the best fit.

We hope these tips are helpful as you start looking for your conference venue, and we at Piovra Group are always happy to connect you to conference venues in Los Angeles. We work with over 23 different venues and can ensure we will find a space that is perfect for what you need.

Frequently Asked Questions (FAQs):

Q. What kind of food do you recommend serving at a conference?
A. We recommend foods that are not going to cause crashing throughout the day. Foods that are high in sugar and empty carbs can lead to less energy throughout the day. We think sticking to protein, fruits, vegetables and healthy fats is the best way to go.

Q. Can we negotiate pricing with the venue?
A. Yes. More often than not, venues will have tiered pricing options, and you can also use different venues you have toured as leverage in your negotiations. At the end of the day, you want to make sure the venue is within your budget.

Q. If a venue has an odd layout, can that hinder the conference?
A. It depends. If you can plan ahead and make sure the layout fits your needs and the different activities that will be taking place, an odd layout isn’t necessarily a bad thing as long as the space is filled and accounted for. If it’s interrupting an activity or there is empty, awkward space, that could impact your conference.