Small vs Large Conference Venues

If a business is thinking about hosting a conference or a similar type of business event, one of the most important decisions it will face will be in choosing the right venue for the event. Possible factors may include the number of possible attendees as well as the budget available, although one of the biggest factors involved will be in deciding on the venue’s size – will they be needing a small or a large conference venue? What difference will it make?

A business hosting an event might want to consider a small conference venue if:

  • They want their conference to have an intimate feel.
  • On the face of it, a small conference venue may look inferior to a much larger venue, but it really depends on what you do with the space. While an especially large venue may be able to house more people, a smaller venue will provide a more intimate atmosphere – a large seminar group perhaps, rather than a lecture or a presentation. Depending on the topic of the conference and the agenda for the day, a small, intimate venue may be perfect for your needs.
  • They want their conference to give an air of exclusivity.
  • Similar to the above, a small conference venue will offer exclusivity – only so many people have been invited and there’s room only for so many to be there. If it’s a very important topic, it can help people to feel honoured and very special, that they are lucky enough to be in attendance.
  • However, be careful not to choose too small a conference venue for your needs. You do not want your attendees feeling crammed in and claustrophobic.

Alternatively, a business hosting an event might want to consider a large conference venue if:

  • They want to impress their attendees.
  • No doubt about it, a large venue can be very impressive. A business throwing a conference in a large venue will look like they know exactly how to wow and look after their attendees. In addition, if they are potential clients or customers, it could be a great way to cement new business relationships with them.
  • They have a lot of people coming.
  • Obviously, a big factor in choosing a venue’s size can simply come down to the number of people expected to be there. If you want to invite as many people as possible then you will have to book a venue for your needs. It will be embarrassing if you choose too large a space, which isn’t fully occupied by your attendees.

Selecting a Conference Centre

Finding a conference centre for your event is a really enjoyable part of the process. Choosing the right place is a vital aspect of the whole event. Finding the right venue can be the difference between you holding a mediocre event and an event that will live long in the memory of your delegates.

Without exception conferences should inform, engage and inspire the delegates that attend them and the right venue can provide atmosphere that is conducive to this. This does not mean that your conference has to be held in an incredible stately home for it to have the most benefit. It means that the event venue needs to suit the type of event you wish to hold. For example if you were to find an incredible stately home for your conference but that your conference required thousands of people to visit it then it is unlikely to be suitable. Therefore, if you are looking for a conference centre and are keen to find somewhere that is suitable for your specific needs then make sure you consider the following.

Size of Event

The size of the event is probably the most important consideration when you are trying to pick a suitable venue. If you want a venue for an event that will accommodate a thousand delegates then you will obviously be limited in your choices. Alternatively if you know that you will only be having a few delegates and would like an intimate venue then there is no point in looking at venues that are designed for thousands of people to attend.

The other main thing to remember in relation to the size of the event is that if you are having a trade show you are likely to need a large venue that has the capacity of housing a large number of people at their own stalls. Also consider the large number of people that will attend the event for a shorter amount of time. This means you should look for a dedicated venue that has the capacity to incorporate a large number of people that attend an event for a short period of time. Ideally it should have a natural through way so that people visiting the event can walk through the event rather than being forced into a bottle neck. So be sure that the layout of the venue suits what you want to use it for.

Location

The location of the event is another crucial aspect to consider. The main consideration you need to make is in regards to the number of people that you want to attend and the transport infrastructure that supplies your event. For example if you want thousands of people to attend on a day basis you will probably do well to locate your conference centre near a highway in Gauteng.

Unique Conference Venues

Professional conferences are an opportunity for education, networking and more. The right conference centre or conference venue can help make all your events a success. Conference venues vary, so selecting the one right for your needs may take some effort. You may find that good conference services can assist you in finding the right conference venues for your events.

A consideration when selecting conference venues for your . Your conference or event attendees will appreciate a new, different and unique conference venue. Hotels and conference centres are the most common choices for professional events, but you may find that smaller establishments or alternative venues would also work well for your conference planning needs. Some restaurants, bed and breakfasts, and other conference venues may offer the conference services you need to plan a memorable and successful professional event. Sports venues, racetracks, and arenas suit some professional events, particularly very large ones.

You may also find it worthwhile to select an unusual location, but do be certain to choose one that is easily accessible for your event attendees. Your events will likely not be well attended if your conference venues are hard to access. In the case of an international event of some sort, select a venue convenient to a major airport. A regional event of one sort or another may be well served by a location accessible by train, or centrally located and conveniently accessed by car. Some events are well suited to rural locations and may even allow you to combine a professional conference with teamwork building activities. Other professional events may work best when planned for a large urban area.

Conference planning services can help you to plan events and fine suitable venues. A successful professional event will include good accommodations, good food, and a well-chosen venue that meets the needs of all conference attendees. Whether you need a small venue or a very large one, good conference planning and good conference services can make your event a success. The right location and right venue is only one step in planning a successful event, as the event itself is up to you. Events of all sorts, particularly large ones, take substantial effort, organisation, and thought. Choosing the right venues for your events is only one piece of this puzzle. Some of the rest may be impacted by good conference services, as well as the activities, vendors, or training offered at your professional event or conference.

To book conference venues and or business functions venues at Stonehaven click here.

The Right Conference Venue for Your Event

Choosing a conference venue for your upcoming event may seem like an enormous task. There are likely many venues to choose from, offering a wide range of styles, amenities and prices. We recommend that you consider the following details before you begin visiting conference venues. A clear vision of your own requirements and expectations regarding your event will help you narrow your venue choices quickly.

  • Type of Event – Are you hosting a simple business conference, or will your overall event include several smaller events, such as business discussions during the day with evening entertainment? Conferences requiring multiple rooms, like trade shows, will require large conference centres, while simple meetings can take advantage of smaller and less costly venues.
  • Purpose of the Event – The purpose of the event can help dictate your venue. Is your event designed to provide an opportunity to share information between colleagues? Are you educating your attendees? Is the idea to build a cohesive team, or just to have fun?
  • Style of Event – Consider the style and possible theme you plan for your event. Here, you’ll want to consider the type of attendee you’ll have.
    Will you be hosting high powered executives or college students? In addition, understanding the look and ambience you envision can help you narrow conference venue choices based on the architecture, décor and style of the potential venues. Consider also whether or not you’d like to have a theme.
  • The Date – If your event must take place on a particular date, this detail will be paramount in your choice of venues. If you have the flexibility, having two or three date choices will give you more options in choosing your conference venue.
  • The Location – You should have some idea of the ideal location of your venue. Is the event a company function? If so, finding a venue a reasonable distance from your office will help your staff with their travel arrangements. On the other hand, if you have attendees flying in, you may want your venue to be located just a short distance from the airport.
  • Number of attendees – It’s important to have a solid idea of the number of attendees you’ll be hosting at your event. You want to be certain that your conference venue can accommodate your number of guests, but you also want to ensure that you’re not paying for space you don’t need. When discussing attendee numbers with your venue coordinator, be certain to give them a range of the number of attendees, so that you’re not locked in to a specific number too early in the planning stage. You should be allowed to notify them of a final number of attendees close to the date of the event. Confirm this date with your venue, ensuring that you have plenty of time to receive RSVP’s and accurately relay these numbers to your venue.
  • Ease of Planning – Once you choose your conference venue, there are still a great many event details to be planned and executed. Determine how much help you desire in choosing and procuring items such as flowers, decorations, food and entertainment. Many conference venues have staff that can handle such details for you, but some do not. Consider how much time you have to devote to the event details and how much you want to hand over to a professional. If your conference venue doesn’t offer such help, you may elect to use a professional event planner to help you.
  • Budget – You should have a set budget before you begin negotiating with conference venues. Understanding how much you can spend will help you to narrow your venue choices immediately and can also help you make decisions about decorating, menus and entertainment. When you do visit conference venues, be certain that you understand all the details of what is included in the price you’ll pay. Surprise add on fees have a way of blowing your budget.

The right conference venue for your event should be one that meets all of your requirements in the areas we’ve mentioned above. Once you understand exactly what you’re looking for, narrowing down conference venue choices should be far less overwhelming.

Rules for Planning a Business Event

  • Clearly Know the Goal of the Event
    This is to have a reference point and to know whether the event was a success in the end, or not. Remember just like having a finished picture and specific outcome for business plan, the same rules apply to even the smallest business event.
  • Make sure your chosen venue is an appropriate backdrop for your event.
    This may affect you in the future because people will talk and your reputation is at stake. The last thing you want is negative word of mouth saying that your event was unprofessional and unenjoyable due to the location. Be certain and don’t forget that appearance is automatic branding and a mental picture relates strongly to an association. So, you’ve got to look good.
  • Know who your target attendees are.
    There are various reasons you must know this information intricately. It is very important because once you know who you would like to come, you can conceive all sorts of ways to locate and inform your audience of your function. Knowing this also makes it easier to not be so general regarding your invitation status. If you don’t intend to invite the entire free world, know your target.
  • Be sensible and realistic about the date and time.
    You must take into account whether or not the time and date for your event is convenient for your attendees. You might get this done by considering how important the event would be to your audience as well as what their general schedules might be. For example; is the event during work hours,lunch, after work, before the work day, or over the weekend?
  • Have a foolproof way for attendees to register and contact you.
    This can include and online registration service, a contact e-mail, a contact phone number, or a physical location or locations to purchase tickets. This will not only help you to assess a head count before the event, but help people to better understand all of the details involved. It can also improve your attendance rate because you have interactive-personable communication taking place. Trust these golden rules to make your business event professional, pleasant, and easily accessible for people. These are tried and true and found to be very practical. Follow them and then your ultimate succes will be more likely and the results far more satisfying.

Book the perfect conference venue for your business or social event here.