Eight tips for picking the right venue
Finding the perfect location to host your business event is crucial for a successful outcome. Many factors come into play before sealing the deal, so it can seem daunting at first. Whether it’s an important business meeting, a fun team-building day out, or a full-fledged conference, you will need to define the purpose, theme and aims of your event. Once you’ve decided what you intend to achieve, chosen your dates and identified the ideal delegate, you can embark on the next steps of the planning process.
Here are our top eight tips for choosing the right venue for your conference or business event. If you’re looking for options, get in touch with AX Hotels Qawra to find the best options that will make your event a success.
Accessibility
The first thing to consider when searching for venues is accessibility. Start by choosing the country, ensuring that your international delegates will be able to reach it easily. If your delegates are coming from Europe, Malta will be easily accessible by plane from many countries, and no Visas or currency exchange will be required, thereby facilitating your attendees’ travels. If you’re targeting an international audience, there are also flight connections from major airports, so getting to Malta won’t be an obstacle preventing persons from booking.
Location
Once you’ve decided that Malta is the right place for your event, it’s time to pick your location. Would you like to host your delegates in a bustling business centre, or do you prefer a quieter environment? The seaside village of Qawra could be the ideal option for you. With numerous versatile event venues to choose from, Qawra provides both an idyllic atmosphere to help focus on your goals, and vibrant surroundings full of great places for food and entertainment.
Budget
Working out your budget is an important step to take before choosing your conference venue. It’s a good idea to ask for quotes from different locations, to gauge the average price range and calculate affordability. As a general rule, you should be ready to negotiate when deciding on costs. Also, if your dates are flexible, you may be able to secure lower rates during less busy parts of the year.
Capacity
Calculate an estimated number of attendees that you intend to have at the conference, and search for a venue that is the right size for that number. There should be enough space to relax during breaks and networking sessions, while also having the right set-up in the actual conference room. You don’t want a small room that will make delegates feel uncomfortable, nor a large room that will look too empty.
Capacity
Calculate an estimated number of attendees that you intend to have at the conference, and search for a venue that is the right size for that number. There should be enough space to relax during breaks and networking sessions, while also having the right set-up in the actual conference room. You don’t want a small room that will make delegates feel uncomfortable, nor a large room that will look too empty.
Technical Features
Choose a venue that can provide all the technical features that your event requires. This includes audio–visual equipment, microphones, speakers, screens, Wi–Fi and charging points are a must to ensure that your event runs smoothly.
Branding
You may want to consider taking advantage of any branding opportunities that arise during the planning process. Branding can transform your event into a success. Communicate with the venue coordinators before making your decision, to see what signage and branding opportunities are available throughout the location, not just in the conference room itself.
Accommodation
If you have delegates flying-in for your conference, or if your event is going to take place across a number of days, it is a good idea to block hotel rooms to accommodate your attendees. One of the benefits of hosting your event at AX Hotels Qawra is that accommodation is available right next to the diverse choice of conference rooms, maximising ease, comfort and efficiency for all parties.
Food and Beverage
While many venues provide on-site catering, organisers should still pay attention to the food and beverage options available for their event. Decide how many breaks you would like to have, and what items should be served during each one. Don’t forget to check with your attendees for any food allergies and dietary requirements, to ensure that their needs are all catered for.
AX Hotels Qawra can help you find the ideal venue for your event!