The choice of venue plays a big role in determining the success of your event but finding the right location for a conference is challenging.
Knowing how to choose a conference venue that can help you meet your objectives for the event will give you a much better chance of ensuring it’s a success.
There are a range of factors that you need to consider, from the available space, internet access, parking and transportation, as well as catering.
Here’s a quick conference venue checklist to help you make your decision.
How to choose a conference venue?
Selecting the right conference venue is crucial for the success of any event.
It’s not simply a case of checking the availability of the right-sized space.
Issues such as travel, parking, the venue’s appearance and the impression it will make, as well as accessibility are all important.
You also need to ensure that a venue’s hiring costs are within your budget.
All of this requires a clear understanding of your event’s objectives, what your event will include, and what you hope it ultimately achieves.
Some venues employ experienced event planners to help you organise effectively.
What factors must be considered when selecting a conference venue?
Several factors will need to be considered when selecting a conference venue.
Some of the most important are:
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Capacity
The number of people attending your event is a key consideration when it comes to venue selection.
You need to ensure that your chosen venue has a space available that matches your needs.
Too small, and it will be an uncomfortable experience for your attendees, too large and it will give the impression that the event is poorly attended.
At Totally Wicked Stadium, we have flexible spaces available for our event guests, from intimate meeting rooms to pitch-side suites in a modern, state-of-the-art stadium facility.
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Venue location
A venue with an accessible location makes it easier for attendees to travel to your event.
City centre locations can be challenging for people travelling from outside of the city, and those in more rural areas tend to be reliant on car travel, which isn’t always practical.
Totally Wicked Stadium has an easily accessible location in St Helens, making it easy for attendees travelling from Liverpool, Manchester, Warrington, and across the North West of England.
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Parking
Many venues have limited on-site parking, meaning that attendees have to park in commercial car parks nearby which can be expensive.
If most of your attendees will be travelling by car, then you need to ensure that your venue has ample parking to accommodate them.
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Marketing and promotion
Your choice of venue makes a statement about your organisation.
Your venue should align with your company’s branding and reflect a positive image for your organisation.
Choosing somewhere with a great reputation in the area will make your event more attractive to potential attendees.
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Budgeting
If you’ve set a realistic budget for your event, you need to ensure that your chosen venue is affordable.
Make sure you understand how costs are calculated and ask about any hidden fees.
If you’re looking for extra services such as venue security these may cost more, so it’s important to have a clear understanding beforehand of what these are.
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Kitchen facilities
If you’re planning on catering for your event attendees, then kitchen facilities will be required.
Not all conference venues provide their own catering services, so you may need to hire an independent catering firm to take care of the food and drink for your guests.
At Totally Wicked Stadium, our experienced in-house team can take care of your catering requirements.
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Logistics
The venue should provide the necessary support and infrastructure you need to manage the event’s logistics efficiently.
This may include the availability of high-speed Wi-Fi, audio-visual equipment, projectors, and on-site technical support.
Other factors to consider include stage set-up, seating arrangements, and storage areas for items you need during the event such as promotional goods.
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Accommodation
If your event attendees are travelling some distance or your event is being held over a number of days, then you’ll need to ensure there is ample accommodation nearby.
Is there a good range of hotels, B&Bs, and other types of accommodation to suit different budgets within walking or easy travelling distance from your venue?
The North West’s leading conference venue
If you’re looking for the perfect venue for your conference or business event, then Totally Wicked Stadium ticks all the boxes on the conference venue checklist.
With a range of flexible spaces available, ample parking, great public transport infrastructure, and a prime location in the heart of the North West, we’re the region’s leading conference venue.
Our experienced team is on hand to help you plan your event, and we’re always happy to show people around our Super League facilities.
Contact us to find out more about what we can offer.