Event organizers have many things to consider and think about when choosing the right conference venue in Spain. The ideal site is the biggest and most important tasks is securing the right venue since it plays an important role in the overall success of any conference.
Before you meet with the sales manager of any potential conference venue, you should already have a list of requirements in place. This helps you plan and ask the right questions so that you can choose a site that meets all your needs.
Here are some tips to help you choose the right conference venue in Spain:
Location:
If you want to maximize conference attendance, your venue should be easily accessible. Transportation options should be simple and readily available so that all attendees can arrive without much of a hassle whether they are traveling by car, train, or taking a flight.
Accommodations:
Nearby hotels and other lodging options are crucial especially if you are expecting several attendees who are traveling from out of town. Ideally, a conference venue should be within walking distance or just a few minutes away from accommodation options. It will also be extra helpful to attendees for event organizers to coordinate shuttle services with the hotel on the day of the conference.
Staff:
Determine how many staff you’ll be needing to accommodate the number of expected attendees. Consider the wait staff, security, concierge, and more who will all be present on the conference day to make sure that all attendees have someone to help them with any concerns. Since your job as an event organizer is to oversee numerous details already, it’s important to have dedicated staff on-site to help manage any issues that can arise.
Facilities:
Look for conference venues that have all the equipment, facilities, and components for a professional and successful event. Conferences will usually require the use of a stage, podium, audiovisual equipment, pen and paper, and microphones at the least. It’s also important that the venue has all the other technical components that speakers and attendees will need, such as charging stations, outlets, and readily available Wi-Fi. If these aren’t available, event organizers will need to outsource these and consider hiring additional tech support to ensure these services go smoothly during the conference.
Food and Beverage:
While most conference venues already offer catering options, inquire if it’s possible to have your own catering services. Caterers should be able to accommodate specialty diets, food allergies, or last minute requests. Ideally, professional caterers should be able to accommodate last minute requests, or if it would be possible to order a la carte. Ensure that there is an adequate supply of good quality refreshments throughout the day, including water, juice, tea, and coffee.
Once you’ve gotten all of these taken care of, conference planning will be a piece of cake. Having the right conference venue will make a big difference in making the job of an event manager much more efficient.
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