Finding The Right Venue for Your Business Meeting

Booking a meeting room venue can be a very difficult task because there are so many potential venues to choose from, in any location. The type of venue you choose can say a lot about your company’s credibility. So, to help you out, here are some important things to consider when choosing a venue for your business meeting.

Location
Location is one of the most important factors things when choosing meeting venues. When choosing a venue, you need to consider where your delegates are traveling from.  To prevent them from running late or even getting lost on their way to the meeting, it should be a central location with good transport links. The exact location of your meeting can also communicate a degree of professionalism. You are not going to make the best impression if your meeting venue is situated along a run-down back street.

Size
You don’t want a venue that’s too small to be uncomfortable, yet you don’t want a room which will make it appear like half of the delegates haven’t turned up. To make the right choice, confirm the number of delegates expected before the meeting.  A good venue will be able to place you in the most suitable meeting room.

Facilities
What facilities will you actually require? Internet access, projectors, flip charts and stationary are all important facilities which you may need. It is worth checking which of these facilities are available and whether or not you pay extra for the services you need.

Refreshments
If delegates are travelling to the meeting and are spending hours in the meeting, they won’t be pleased if there are issues with catering. You should ensure that your meeting room includes basic refreshments such a tea, coffee and water and also make sure, if you do require lunch, you can request catering in advance.

Cost
Before you begin the search for a meeting venue, it is a good idea to come up with a budget and stick to it. Different venues will offer different packages and have variable price lists, so find out what you are expected to pay for and whether or not there are no hidden costs before you book your meeting.

Accommodation
Is the meeting going to run for days or late into the night? Consider choosing a venue close to comfortable accommodation for you delegates. You don’t have to cover the cost of the stay, but hosting your meeting close by to hotels with rooms available, will make it much easier for those who are attending.

Other considerations
If possible, before you go ahead a book a venue, you should arrange a site visit. Site visits are important because they give you a chance to see the venue and decide whether you like it or not, and whether it will fit your requirements. You can’t always rely on images to help you decided whether a venue is perfect for your needs.