A Step-by-Step Guide to the Perfect Conference Venue
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Finding a conference venue is a lengthy and detailed process. The planning can begin up to a year in advance. From the offset, you start to think of all the things that need organizing. How do you find the right speakers? Which venue will be available? How many attendees will you invite? From securing sponsors to organizing the AV and production needs, the planning process seems endless.
The main component of a conference is the venue, it’s where the main show takes place! Finding the right space which can accommodate all your needs is important. Finding the perfect conference venue can be challenging. With very specific requirements and ideas about what the venue should be, it can be hard to find a space that meets your expectations.
Although sourcing the perfect venue is paramount there are a lot of other aspects of your conference that need to be considered before your venue search even begins. These initial planning stages will help create a picture of what your conference venue will look like. It will also give you an understanding of what you require from the venue for your event. We’ve pulled together a list of steps and processes you should complete to secure the perfect conference venue. So, here it goes, our step-by-step guide to finding the perfect conference venue. Dive in below!
Understanding the Why
Understanding the why, is all about determining why you are running your conference. A conference is an opportunity for you to be a leader of change; to collect some of the biggest and brightest minds in your industry and solve a problem you all share. The problem could be a lack of investment in technology. It may be a lack of diversity or representation or even a disturbing trend that looks set to rock the foundations of your industry. What is the biggest cause for concern among your network? What conversations are you hearing time and time again?
Conducting an initial brainstorm with the events team can determine this important factor which will ultimately guide all future decisions. This meeting will also help you organize your team. You must always keep this why at the forefront of everyone’s mind. With a clear vision, it will be much easier to pull together a cohesive conference. There’s a lot of competition for conferences. Organizing one is a big project so make sure you and the rest of your team understand why your conference is happening. Knowing the ‘why’ will help guide the rest of your planning process and will definitely affect your choice of venue.
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