Organizing a conference for your company or on behalf of your company, is a pretty big deal. And a very risky one as well. A small mistake may actually turn the company reputation into dust. So there are several things that you may want to be really careful in.While it is great that you find unique conference venues, you need to make sure that the venue suits your conference and that it will support the conference, not the other way around. But there are some common mistakes that people tend to do, when it comes to hiring a venue. And today, we plan on telling you these for your sake.
Thinking that you have time, is the biggest mistake you end up doing. As organizers, you need to understand that time is important, and not every venue is available every day.Some conference function rooms are books 2-3 years before the event date. And moreover, you may have not noticed, but your budget could be not enough so you need to make sure that everything is set and you need to do that ASAP!
Another mistake, people tend to do is that they organize the event without actually knowing what the program is about. So before you hunt a conference venue, you need to have a general outline of the program and look for things like, is there a need for exhibition space? What sort of presentations are to be done and how much space you will need to do it? What are the required equipment needed for this event? About the catering, if delegates needs accommodation and if the budget can handle it all. Once you have an idea on all of this, then you can conference venue hunting.
3rd common mistake I shall be pointing out to you is that, people tend to over or under estimate the crowd or the delegates that will be coming to the conference. Think about it, if you have a small conference room hire Melbourne that fits about 200 delegates but you have a guest list of 400 people, now that’s a big problem. You can’t just think that your crowd is going to be less. Likewise, if you choose a large conference hall but only a few delegates will be attending, then it may not really feel welcoming. Check out previous conferences that took place in your company and get an idea of the amount of delegates that attended, and then get working.
Another issue is the location. Just because your budget may not be enough for a conference at a closer by area, you can go have the conference somewhere far. You need to remember that attendees count would go less the more far you conference shall be in. and make sure that the location has no parking problems. Well those are about the main mistakes people tend to do. Make sure to avoid them at all time!