Finding the perfect conference room can be a time-consuming task. For this reason, event planners and managers often make mistakes that leave them spending more or even having a less than perfect conference after paying huge sums of money.
Today, we take a look at some of the mistakes to avoid when choosing a conference room for an event:
Not Considering Venue Capacity and Expected Attendees
It is important to have a clear idea of how many guests you are expecting or at least have a range to work with. This will help determine how much you will budget for the conference room. As you already know, the size of a conference roo plays a crucial role in the price.
Apart from the budgeting aspect, renting a facility designated for 100 people to host 150 guests will lead to discomfort and spill over to the outer areas. On the other hand, renting an overly large conference room will make the room look empty.
Forgetting that Location is Important
Location is one of the first things to consider when shopping for a conference venue. An ideal conference venue should be easy to locate from any part of the city.
You should also consider where the majority of the attendees live before settling for a particular conference venue. If you are expecting attendees from your local area, it wouldn’t make sense in choosing a conference room located elsewhere.
Choosing a Venue that Doesn’t Match with the Theme of the Conference
Why choosing a venue with a good reputation is important, it is even more important to make sure the theme of the venue and ambiance of the conference room matches theme the conference you are hosting.
For example, if you are hosting a team of millennials, choosing a conference room with a contemporary setting and may be an appropriate choice.
Not considering Other Services and Facilities
When shopping for a conference room, it is important to go for a venue that takes care of other minor aspects of the conference needs. A good conference venue should have important event equipment such as a video conferencing setup, high-speed internet connection, and even an audience response system.
Additional technical and administrative support are factors that most conference organizers fail to take into consideration. It is important that you ask the venue administrator to furnish with all the information you will need to make a good decision.
The welfare of the attendees is also your responsibility. So you should endeavor chose a conference venue with parking spaces big enough to accommodate your attendees. Minor add-ons such as free parking space can boost the morale of some invitees because nobody enjoys paying heavy parking tickets.
Selecting an Overly Expensive Venue
Sincerely speaking, good conference rooms do not come cheap but the most expensive one isn’t always the best too. A lot of event planner, especially those that a new to the business assume that the most expensive venues are always the best.
While you should set aside a sizeable amount of your budget to cover expenses related to renting a conference room, a budget-friendly venue will also ensure that other aspects of the event such as refreshments and quality of speakers do not suffer.
So make sure you shop around for a conference room that satisfies most of your requirements without being overly expensive. A good negotiation skill will also help you in this regard.
Looking for a conference room in Dubai or Jeddah? myOffice has a range of classy conference rooms with amazing facilities/ All our conference venues are located in the central areas, making them easily navigable for your attendees.
Reach out to us today to book a tour of any of our facilities in Dubai or Jeddah.