Five Useful Tips On How To Choose Your Ideal Conference Venue

From gathering speakers, sorting out the catering to the décor and finalising the guest list, the list of things to do to make a conference a success is endless. You are hosting a conference because there is an idea you want to share.

It may be to increase awareness about a niche-related issue or build a platform for new ideas; your conference’s vision will be defined by your goal. You first need to shape this vision before you begin the planning stage, which may include the venue, time and key themes.

Thus, choosing the right venue from a myriad of top conference venues in Gauteng can either make or break your event. Your ideal venue should not be tied to a charming, accessible, but chosen based on precise requirements your event sets in terms of size lighting, network capabilities, etc.

Below are some tips to help you choose your ideal top conference venues in Gauteng;

    1) Budget

When choosing your shortlisting conference venues around Gauteng, you should keep in mind your bottom line when dealing with the logistics of your event. It is worth asking if it is possible to get a lower price in exchange for a multi-year contract after you have found the perfect venue.

You can also get a discount if you are flexible on the date, as certain days of the week tend to be cheaper.

    2) Location

Choosing a convenient location ensures that you will maximise the attendance at your conference. You ask about public transport links, airport access and nearby hotels. One of the essential things, especially for attendees who will drive to your venue on the day, is ample parking or valet service.

If you want to provide additional networking opportunities, you can make sure that restaurants and other attractions in the area will be open before and after your event.

    3) Capacity

You will need to ensure that the conference venues in Gauteng you will choose has comfortable seasons, including space to relax during breaks.

Stay clear from places with theatre-style seating, as it makes it difficult for attendees to take notes of use laptops. Also, do not opt for a venue with big conferences rooms, as it will make it look like half of the invited attendees did not show up.

    4) Features

When choosing conference venues in Gauteng, pick one that has all the amenities you need for your event. It will include A/V equipment, microphones, kitchen facilities and wheelchair access.

It will help if you are careful of the set-up capabilities and also pay close attention to the seating arrangements and sponsor areas. Do not forget to check if you can utilise break-out rooms, the exhibition space or if you can hire a caterer of your choice. Ask whether the conference venues in Gauteng can accommodate food allergies or special diets if they offer on-site catering.

    5) Staffing

On the day of your event, you will have a lot on your plate to deal with. So, you the conference venues in Gauteng will need to have enough concierge support, waiter staff and security.

It is also advisable to determine if there will be a dedicated venue coordinator on-site, who will be at hand to assist with any issues. Also, you will need to check if the venue offers any tech support during your conference, so your presentations run smoothly.

Silvasale offers one of the most exquisite picturesque conference venues in Gauteng that will help contribute to the success of your event, without breaking your budget. Call us!