Choosing a venue for conference

* Choosing the right hotel for an upcoming conference is one way to make sure the attendees get the most from the meeting. Ideally, the hotel you choose will have plenty of meeting space for classes and sessions as well as an area that is large enough for different types of conference exhibits.

* Determine the anticipated attendance for the conference. Utilize historical data from past conferences to come up with an average number of attendees.

* Consider the amount of space needed for the conference exhibits. Think in terms of the number of vendors or other organizations that may be asked to exhibit, and focus attention on hotels that offer a large enough area for this portion of the event.

* Ask about the number a size of conference rooms available. Many conferences require multiple assembly rooms that provide space for small group and large group gatherings over the course of the conference. Make sure each space has access to audio-visual equipment for use in presentations.

* Discuss potential arrangements for meal catering and menu planning as well as cocktails and finger foods for breaks between sessions. Ideally, the hotel you choose can prepare a menu varied enough to manage the dietary requirements of your attendees.

* Negotiate discounted rates for all services needed, including price breaks on the guestrooms and use of any amenities on the grounds. Obtain the lowest rates possible for the conference rooms, and space so that registration and exhibition fees are equitable for attendees while still covering the expenses for the entire event.

Also read the article how to organize a conference.

Taken from: News Straits Times - 23 July 2012 (article), Google (images).