Not every meeting is created equal. Nor is every meeting venue created equal.
Many considerations needs to be made when selecting your meeting or event rental venue and location. And the right meeting space can vary widely depending on what kind of meeting you are holding.
If you're a meeting planner, or just the lucky person assigned the task of planning a meeting, be sure to ask key stakeholders the right questions about what they are seeking to accomplish before locking in a date with an event venue or a dedicated meeting center.
After picking a date that makes most business sense, there are some major considerations of where to hold your corporate meeting. Before selecting your location, we recommend you answer the following questions:
What is the most convenient geographic location for participants?
It is imperative to determine if your meeting attendees will be from one geographic area or will they be coming from a diverse range of areas. Ideally, you can find a central location that makes attendance as convenient as possible for as many participants as possible, thus reducing out-of-office time and travel costs.
Does your venue offer the necessary room layouts and configurations?
Some meetings will come with a larger audience in a classroom-style setup. Some will be more intimate events in which participants will be clustering in small groups in a workshop atmosphere in a teaming pod configuration. You must make sure that the meeting space you select can accommodate the size of your meeting and be configured in the most appropriate manner.
Among the most popular meeting room layouts:
- Teaming Pods
- Theatre Seating
- U-Shape Conference
What amenities are included in the per-participant price of the meeting venue?
Ideally, a meeting location offers everything you need in one place. The best meeting locations offer “all-inclusive” packages in which, along with the room space, also offer as part of a standard package:
- Continental Breakfast
- Afternoon Snacks and Beverages
- Room Projector, Whiteboards and Screen
- Complimentary Wi-Fi
- Additionally, some venues include Onsite IT Experts and Event Coordinators
Does the venue offer video-conferencing technology and associated support to accommodate virtual attendees?
We live in a virtual business world. The fact is that for many meetings not everyone must be physically present in a meeting space to reap the benefits of the gathering. This is where video-conferencing technology, such as the MEET™ Virtual Meeting Room and other products, can be a deciding factor in choosing a location. You will also want to ensure that the venue offers onsite IT support for such virtual attendance technology because we all know that while technology offers expanded meeting potential it can be a headache when something goes wrong.
Is a venue cost-effective for your meeting?
Many venues offer fancy looking furniture and hipster décor in order to justify charging high rental rates. Some meetings will benefit from the “bells and whistles” some venues offer, while other meetings just need a professional space that suits your needs. As experienced meeting planners know, many hotels and other meeting venues often come with extra costs for amenities and onsite technology and services. You may find it more cost-effective to book at a dedicated corporate meeting center featuring an “all-inclusive”package that won’t bust your meeting budget.
In summary, whatever location you choose, make sure you consider the following:
- The relative convenience of the geographic location for participants
- What amenities and services come with a venue’s standard rental package
- The options for meeting room layouts fulfill your needs
- Whether the venue is a budget-friendly choice relative to your meeting needs
Get tips from experts! Download "The 5-Step Guide for Busy Meeting Planners: Must-Have Pro Tips to Deliver Successful Meetings."