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What are the best ways to book venues for training events?

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Booking venues for training events can be a challenging task, especially if you have to deal with multiple locations, dates, and budgets. You want to find a place that suits your learning objectives, audience, and resources, while also ensuring a smooth and hassle-free experience for everyone involved. In this article, you will learn some of the best ways to book venues for training events, from planning ahead to negotiating the best deals.

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Larysa Kalyta, MBA

Professor at George Brown College
Shivani Seunarine

I believe that practice makes perfect so I teach in order to constantly improve my skills. Project Management…

1 Define your needs

Before you start looking for venues, you need to have a clear idea of what you need from them. Think about the size, layout, and equipment of the space, as well as the location, accessibility, and parking options. Consider the type, duration, and frequency of your training sessions, and how they will affect your venue requirements. For example, if you are running a hands-on workshop, you might need a venue with tables, chairs, and power outlets, while if you are delivering a lecture, you might prefer a venue with a projector, screen, and microphone.

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Shivani Seunarine

I believe that practice makes perfect so I teach in order to constantly improve my skills. Project Management Practitioner| Facility Manager Practitioner| Agile Practitioner | Trainer |Business Owner
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For me I document a requirements document which can entail the following categories if requirements 1. Technology 2. Space 3. Logistics 4, Training

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2 Research your options

Once you have defined your needs, you can start researching your options. You can use online platforms, directories, or referrals to find potential venues that match your criteria. You can also contact local associations, chambers of commerce, or tourism boards for recommendations. Make a list of the venues that interest you, and compare their features, prices, and availability. You can also check their reviews, ratings, and feedback from previous clients to get a sense of their quality and reputation.

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3 Visit the venues

Before you book a venue, you should always visit it in person to see if it meets your expectations. You can arrange a site inspection with the venue manager or staff, and ask them any questions you have about the facilities, services, and policies. You can also take photos, videos, or notes to help you remember the details and compare the venues later. During your visit, pay attention to the cleanliness, comfort, and safety of the space, as well as the ambiance, noise level, and lighting.

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Larysa Kalyta, MBA

Professor at George Brown College
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It is important to bring along 2-3 members of your team, in order to see if the venue team aligns with your dedication to deliver a perfect training event, and to gather together valuable information to make a decision if the venue is right. Besides cleanliness, comfort, safety, noise level, lighting and ambience of the venue, we need to ensure the following: accessibility for transportation, wheelchair accessibility to venue and washrooms, number of entrances and exits, number of washrooms, parking and if its cost is included, a floorplan, waste disposal, back up electricity system, and surcharges, the venue insurance and security partner availability. All pricing should be outlined in a contract for the full timeframe.

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4 Negotiate the terms

After you have visited the venues, you can narrow down your choices and negotiate the terms with the venue owners or managers. You want to get the best value for your money, while also ensuring that the venue can accommodate your needs and preferences. You can negotiate the price, payment method, cancellation policy, and contract duration, as well as any extras, such as catering, audiovisual equipment, or wifi. You can also ask for discounts, incentives, or packages if you are booking multiple sessions or venues.

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5 Confirm the booking

Once you have agreed on the terms with the venue, you need to confirm the booking and secure the space. You can do this by signing a contract, paying a deposit, or providing a confirmation letter. You should also get a receipt, invoice, or confirmation email from the venue as proof of your booking. You should review the contract carefully and make sure that it reflects what you have discussed and agreed on with the venue. You should also keep a copy of the contract and any other documents related to the booking for your records.

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Larysa Kalyta, MBA

Professor at George Brown College
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Booking confirmation is valid when all parties' authorities, i.e. finance responsible top executives who have the legal right to agree on the contract and therefore may sign a finance document, sign off and date a detailed contract and therefore enter a contractual relationship enforceable in courts. Otherwise, in case you sign a contract with a sales or marketing manager, - you think that you obliged the company to fulfill its duties but it may not be the case in reality. Should anything go wrong, such a contract will not, unfortunately, deliver any due damages outlined in the very contract, as the signing party does not carry a contractual legal authority. Early on finance responsible check-up and your thorough research is pivotal!

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6 Communicate with the venue

After you have confirmed the booking, you should maintain regular communication with the venue until the day of your training event. You should update them on any changes, requests, or issues that might arise, and confirm the details of your arrival, setup, and departure. You should also provide them with a contact person, a schedule, and a list of attendees for your training event. You should also check in with them a few days before the event to make sure that everything is ready and in order.

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Larysa Kalyta, MBA

Professor at George Brown College
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Once a contract is signed, thorough constant communication is very important: update on any change(s) in circumstances, guest list, supply chain, timeframe and guests' allergy alerts, anything and everything needs to be communicated in a professional manner, efficiently and just-name-facts-and-offer-solutions manner. It should be positive, business related and never personal. Asking for your venue partner's suggestions should be included. Your being mindful of any changes bringing additional burden on your venue's team, being open to compensate in case of drastic changes, your expressing your gratitude and appreciation of the venue representatives efforts will ensure the minimized time and efforts in adjusting to the new reality.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the best ways to book venues for training events?

1

2

3

4

5

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7

1 Define your needs

2 Research your options

3 Visit the venues

4 Negotiate the terms

5 Confirm the booking

6 Communicate with the venue

7 Here’s what else to consider

Training

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What are the best ways to book venues for training events?

1

2

3

4

5

6

7

1 Define your needs

2 Research your options

3 Visit the venues

4 Negotiate the terms

5 Confirm the booking

6 Communicate with the venue

7 Here’s what else to consider

Training

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