42
Under the Microscope
Venue Review
COMING SOON! In the autumn issue,
Location,
get the low down on our selected
venue, in our first Venue Review.
Location,
• What style of seating will be needed
(boardroom, theatre-style, classroom,
hollow-square, herringbone, U-shape
Location!
are just some of the options)?
• Is there good access for disabled
delegates, or for bringing in
display material?
• Is a stage necessary, and where can this
be erected in the room?
• Does the main meeting room have
pillars obstructing delegate vision?
• Is there natural light and, if not, does
this matter? Will the room blackout
satisfactorily? How noisy is the heating
Leeds Castle in Kent, located within a BACD member destination
and air conditioning system?
• Does the venue have a dedicated
While organising a conference might not mean you jetset off
conference co-ordinator who can
assist with the planning and
to distant shores to choose a venue, an understanding of the
arrangements? Are there other venue
three key aspects will ensure that your team is happy. In this
staff with whom you will be working
introductory article, Tony Rogers Chief Executive at the British
and, if so, when will you meet them?
Association of Conference Destinations (BACD), explains what
• What audio-visual equipment is needed
during the event (normally this can be
to consider when selecting your venue decided quite close to the event, unless
the requirements are very specialised)?
C
learly, there are different factors to management training centres, or one of Are there in-house technical staff to
take into account when planning the many unusual venues now becoming operate audio-visual equipment? If so,
a conference for 500 as opposed increasingly popular (stately homes, castles, is there an additional charge?
to a meeting for 20, but the essential sporting venues, tourist attractions or
components are the same. The checklist even a lighthouse!). Often the size and Cardinal rule: NEVER BOOK A VENUE
below sets out those ingredients of the requirements of the event will help whittle WITHOUT VISITING IT FIRST!
event which remain common regardless of down the shortlist, but questions such as
the size and nature of the event. the following can help: Delegates, dates and budgets
It is unlikely that precise delegate numbers
Location and communications • Is the event residential and, if so, is will be known from the outset but
There is a well-known saying within the it important for all delegates to sleep calculations should be as accurate as
conference industry that organisers base under the same roof? Or can they possible. Will delegates be attending on their
the choice of venues for their events on be accommodated in different hotels own or will partners attend with them? If the
three main criteria: location, location and guest houses and transported to event is to be held mid-week, rates charged
and location! A tremendous diversity the venue? Will delegates require are likely to be higher than at a weekend.
of scenery in the UK means there is an single or double or twin rooms? Significant reductions can be achieved by
almost infinite variety of ideas for social holding the event at least partially over a
• Does the event require a country-retreat
programmes and pre- and post-conference weekend because hotel occupancy levels
atmosphere with few external
tours. When deciding the ideal location, are generally lower. It is certainly worth
distractions? What are the options for
account should be taken of where remembering that the published rates are
social activities nearby?
delegates will be travelling from, as well almost always negotiable!
as the means of transport. • Within the venue, is there the
correct combination of rooms available The BACD can assist conference organisers
The next step is to draw up a shortlist for plenary sessions, syndicate groups,
by offering a free one-stop venue finding
of potential venues. There may be a catering, and possibly an exhibition?
service: www.morethanavenue.com For
further details on the BACD call 0121 212
wide choice, including: purpose-built In the next issue, get the lowdown on our 1400 or visit www.bacd.org.uk.
conference centres, hotels, universities, selected venue, in our first venue review.
learningmagazine.co.uk
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