As the base of the conference, the venue plays a significant role in the success of the conference. To choose a suitable venue that meets all the demands of the conference, it will need careful preparation to avoid unexpected mistakes. Here is how to avoid 6 mistakes when choosing conference venues that VietnamEvents will introduce to you.
Forget to balance your budget
For a start-up or a large established organization, the cost is definitely one of the deciding factors when choosing venues to organize conferences. Although it is not important for some organizations to spend more or less money on the venue, trustees and their employees will still want the money to be spent reasonably.
Look out for any additional costs that might be hidden in the costs section such as parking fees, Wi-Fi, snacks, and soft drinks... All of those costs can drain your budget. Therefore, choose a venue with clear pricing policy. If you are confusing about budgeting problems, refer to the consultation of VietnamEvents by contacting us now.
Rest places are not prepared for conference attendees
Ensuring a place to rest will help keep your conference or meeting more convenient, whether it's right at the event venue or at a nearby luxury hotel. In addition, it offers attendees the opportunity to rest and relax after a busy day. Besides the organizing conference services, VietnamEvents are providing booking hotel services for the conference attendees.
The mistake of not analyzing the venue carefully
The location of the event venue is paramount to maximizing event attendance. Before determining a specific conference venue, consider if this is a central place, close to target attendees, spacious parking, or secure valet service or not?
Besides, you should consider nearby attractive sights or nearby restaurants that open before or after the conference to maximize additional connectivity opportunities.
The number and qualifications of staff are also factors that should not be ignored
Find out about the quantity and quality of service staff at the conference and conference venue. Before/during/at the date of the event requires a lot of early preparation, so consider whether there is enough staff needed to support any issues that arise. Furthermore, ensure that if employees can help you with other tasks like surveying and promoting company products to attendees.
Not ensuring about the facilities is a big mistake when choosing conference venues
Look for a conference venue that has all the components required for the event, including audio-visual equipment, lighting equipment, stage, and microphone. Moreover, take into account the layout of the equipment, the seating arrangement, and the setup area. Additionally, consider the availability of Wifi, if you don't want attendees to wander around the room or go out just searching for Wifi for their electric devices. VietnamEvents can send you the consult about the most modern conference venues.
Read more: Organizing video conferences in the luxury meeting rooms in Hanoi
Notes about food and drink preparation during the conference
Most of the event venues provide food and beverages upon your request. However, it is necessary to confirm what the cost of this meal service is, per capita or on a specific basis, can attendees order food during the event? Please clarify all the information to ensure the greatest possible convenience for attendees. VietnamEvents provide available tea break service for conferences.
To choose a suitable venue for a successful conference
Above is a summary of mistakes when choosing conference venues. However, in order to organize a professional and successful conference, you can choose VietnamEvents’ event hosting services by contacting the hotline +84.918.640.988 or leave a message on the website.
VietnamEvents with a team of professionals, skilled professionals, and many years of experience accompanying events of businesses, organizations, associations,... We always try our best to bring unique experiences for the customers.
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