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 Key to Hosting Corporate New Year Events

One thing that is true for everyone in life is the fact that familiarity can lead to boredom. Therefore, if you are planning to host corporate New Year events you will need to look out for the new venues every year which are different and unique.

Fortunately today, there are a number of venues coming up to serve the need for good locations that can be used to host these big events. With the availability of these venues and a little planning and forethought, you can look forward to hosting a totally memorable event.

To begin with, you can start by:

Planning Ahead

It helps the purpose if you plan ahead for any function or event. There is a peak time in the year when most corporates plan their annual event. So, if you do not want to face any disappointment go ahead and book the venue in advance so that you get what you want.

However, if you have delayed the process, then do not despair. To narrow down the search, decide what is that you are actually looking for. Thus, you will know what you want and this will help you to find the perfect venue.

What is the Event you are hosting

The type of event that you are planning to host will finally help you decide what the type of venue that you want is. For instance if you are hosting an intimate business meeting, then you will need a different venue than what is required for a full scale award hosting ceremony.

Decide what the event is, the purpose of the event and what you look forward to achieve from it. Whether you are hosting small exhibitions, large exhibitions, Christmas parties, company fun days, product launches, AGM’s, dinner dances, they all need a different treatment.

No matter what the occasion is, ensure that you do not take your employees to the same venue every time.

Determine the Size of Gathering

It is important to decide about the number of people that you expect to attend the function. It is no point booking a huge auditorium if you are only expecting few people for the same. In the same way, it will not be appropriate to book a small hall for a big delegation.

If you are not sure about the number of guests expected then you can opt for venues which have flexible capacity.

Location and Parking Facility

Book a venue that is easily accessible and has adequate signs posted to guide the way. Is it well connected with public transportation and does it have sufficient car parking?

Budget

While booking your venue, keep the budget in mind. After all, it will all boil down to budget and affordability.

Do not forget that there are extras which need to be taken care of like lighting and equipment, data projectors etc. Also find out about the rates on offer as you could reduce your bills considerably in these aspects.

Negotiating a Contract with Your Venue

You’re certain to have a million details to consider when planning an important event like a wedding, large party or corporate event. One of your first decisions is likely to be determining the venue where the event will be held. This decision is critical to the rest of your event planning, so you’re likely to want to get it out of the way early on. However, in your haste to choose and book a venue, don’t neglect the details.

It’s critical that you appropriately negotiate the contract with the venue, so that you understand all of the details of the contract and so that you can ensure that there are no surprises. Some of the items we recommend you discuss with your venue coordinator before agreeing to a contract include:

  • Facility area to be used – If you are not renting the facility in its entirety, it’s important to understand which areas your event will utilize.
  • For example, will your guests share bathrooms with the guests of another event?
  • Where will your guests park? Will a valet be provided for parking? Does the venue have disabled access?
  • How will the room be set up? Can you make changes to the set up?
  • Will your guests share a bar with the guests of another event?

It’s very important to understand how other events being held at the facility during the same timeframe will impact your guests. If necessary, you might negotiate being moved to a different area of the facility in order to make your event more private. In addition, you should ask about the room set up.

  • Deposit and payment requirements – Most likely, your venue will require a deposit in order to hold the facility for your date. A few venues may ask for payment in full up front, but we don’t recommend that you pay this way. While it’s expected that you would pay some monies in advance, if you pay the entire fee up front, then you have little or no leverage with the vendor if you are unsatisfied with your event.
  • Cancellation Policies – It’s important to understand the venue’s cancellation policy.
  • If you cancel your event entirely, will you lose your deposit?
  • What if you simply want to reschedule the event?
  • What are the venue’s policies if they have to cancel your event due to unforeseen circumstances like storm or water damage?
  • Will they locate a new venue for you?
  • Many venues will work with you, particularly if you want to reschedule the event rather than cancel it altogether, but it’s important to have this discussion up front.
  • Staffing Levels – Negotiate with your venue up front about the level of staffing you’ll be assigned. It’s important that you feel comfortable that enough staff will be dedicated to your event to keep your guests well taken care of and your area tidy. If your event will share staff with another event, you should be alerted to this up front.
  • Attendee Numbers – Be certain that your contract contains the number of attendees your event is expected to support. Of course, you may list this in a range on the initial contract, but it’s important that you’ve spelled out how many attendees are expected.
  • Full Price Disclosure – Many venues have optional extras that are not included in the original price you’ve be quoted for the use of the facility. Some of the items we recommend you ask about specifically include:
    • Wait Staff
    • Linen
    • Dinnerware and Glassware
    • Parking with or without valet
    • Supplies for business meetings like audio visual equipment, note pads, water and mints
    • Set up and clean up charges

The venue you choose and the amenities they offer your guests are a critical part of a successful event. Be certain to take the time to fully negotiate your contract with your venue coordinator to ensure that your event is everything you’ve expected.

Function Rooms for All Occasions

Function rooms are a great venue to host many types of events. Hotels, bars and pubs, reception centres, galleries, conference centres and exhibition centre’s all have function rooms in which to hold a fully catered event or a corporate event. When choosing the perfect function venue for any type of event one should consider the following to ensure that the select appropriately.

The occasion is important, as the types of requirements for a one function may not be the same as another. At a corporate events or conference it may be essential for the function room to contain a stage, lighting and sound facilities, projector, microphone, television crews, podium and other amenities. However a wedding on the other hand may require a dance floor, catering facilities, bridal room and a stage for a band or DJ.

It is also important to consider the space in the function room. Can it hold the number of guests attending? The utilization of space is another important consideration, as there are certainly different space requirements for a cocktail function as compared to a sit down banquet. At a corporate event or conference you may need tables for workshops or theatre style seating for lectures and maybe extra space for potential sponsors or exhibitors. The way in which the function room is to be used would definitely determine how much space is needed.

The food at most functions is an important requirement. Whether is is a conference, training session, party or wedding, the food is one of the main highlights. Most functions venues have their own in house catering or restaurant. Many have a catering company which also manages the function room or venue. In addition, some have neither but have an onsite kitchen which enables you to organize your own outside catering. However, before making a decision about any function centre ensure that their food meets your standards and that the menu is varied and caters to all dietary requirements.

Always check what the music capabilities are at the function room or venue of your choice. There are some function venues which insist that you use their own in-house DJ’s or Bands. There may be some function venues that have sound level restrictions. Therefore, you need to ask these questions before organizing your entertainment or music requirements.

Convenience and accessibility is important in order to access the function room or venue. Make that the function venue has ample parking for guests or delegates. In addition, if the function room is within a larger complex signage or assistance at the reception desk is essential. Some planning on your part my be required when choosing some function rooms.

The different types of events that can be held in a function room include: corporate event/conference exhibitions, product launches, gala dinners, charity events, anniversaries, sporting events, PR events, live entertainment events, debutante balls, hens and stag parties, bridal/baby showers, Christmas parties, birthday parties, engagement parties, christenings, and weddings.

Business Growth with Corporate Events

With the competition between global players sharpening its teeth and ready to bite each other, the corporate world is always on the lookout for ready measures to be taken up to promote themselves. Corporate events have come to solve this issue to a very large extent. The importance of any corporate gathering, be it a conference, an official meeting or formal get together, or product launch, is something of crucial degree to the company organising it. The management of the best available resources in order to complete the function in a well scheduled manner is very important and needs to properly handled.

The decisions to be taken when you are organising a corporate event would definitely influence the way the programmed function proceeds. These events mostly include dinners, meetings and conferences, interactive events and many other sort of corporate conferences. For a successful completion of any such event the number of factors to be considered in depth would definitely outnumber the factors that we consider in the first place. Since almost all the corporate events include a large number of invited guests and members it would be a tedious task for the organising company itself to take charge of every minute detail that is involved.

This is where the role of event management teams and event managers comes to forefront. There are a number of such event management teams ready to offer their services available to the corporate now. These managers specialise in organising and planning for such big scale corporate events and add to the fruitfulness of such functions in tune with the desires of the organising company. These management teams apart from offering their services to the corporate players, also offer a helping hand in organising small scale parties and functions at homes and offices.

Many of the small details that might evade our eyes when we are organising an event would definitely be considered by these specialist event mangers and they would take all the necessary steps to meet unexpected situations that might crop up during the function. These unexpected surprises could sometimes even be in the form of accidents. Event managers know how to evade such situations and if by ill luck something crops up they know how to handle them and secure the function from getting spoiled due to them.

Corporate events are mainly focused on promoting products and services from a particular company organising the event. This means the invited guests and members should be given proper care and taken well care of. This could easily be performed by the event management team who knows best who to contact to get things done at the best affordable rates with good quality service. However the responsibility and the freedom to choose the event management team rests on the shoulders of the company before signing an agreement with the team.