How can you use venue features to enhance your conference?

1 Accessibility and convenience

When selecting a venue, one of the first things to consider is how accessible and convenient it is for your attendees. Proximity to public transportation, airports, hotels, and attractions can be beneficial, as well as availability of parking, shuttle, or taxi services. Clear signage and directions within the venue are also important, as is accessibility for people with disabilities or special needs. Lastly, a flexible and spacious layout that allows for different seating arrangements and breakout sessions is essential. All of these features can help ensure a hassle-free experience for your attendees.

2 Technology and equipment

When selecting a venue for your conference, it is essential to consider the availability and quality of the technology and equipment that you require. You want to make sure that your speakers, sponsors, and exhibitors can deliver their presentations and demonstrations without any issues. To ensure a smooth experience, it is beneficial to look for venues with features such as reliable and fast internet connection and Wi-Fi, adequate power outlets and charging stations, high-quality audiovisual systems, screens, and microphones, on-site technical support, backup plans, as well as interactive and innovative tools such as live polling, virtual reality, or gamification.

3 Atmosphere and ambiance

When selecting a venue for your conference, the atmosphere and ambiance it creates should be taken into consideration. Your chosen venue should reflect your conference theme, style, and tone, and create a positive and inspiring environment for attendees. Natural or artificial lighting, temperature control, color, design, and decoration of the venue are all factors that can influence atmosphere and ambiance. Additionally, acoustics and noise level, views, scenery, and outdoor spaces of the venue as well as catering, refreshments, and entertainment options should all be considered.

4 Branding and marketing

When selecting a venue, you should consider how it can help you with your branding and marketing efforts. The venue should reflect your conference identity, values, and message, and be able to attract and retain your target audience. To support branding and marketing, you should look for features such as visibility and reputation, customization and personalization, opportunities for signage, banners, and logos, social media presence, and feedback and evaluation mechanisms.

5 Networking and collaboration

When selecting a venue, the fifth and final aspect to consider is its ability to facilitate networking and collaboration among your attendees. A venue should encourage interaction, communication, and learning between attendees, speakers, sponsors, and exhibitors. To foster these connections, look for features such as lounge areas, coffee corners, networking zones, round tables or clusters of seating, activities, games or icebreakers, networking apps or platforms, and follow-up and follow-through strategies.

6 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?