A conference is a word used to describe a formal meeting, which will usually involve a presentation, question and answer session, and sometimes a consultation. Several people will attend a corporate meeting like this and exchange ideas pertaining to the business. Matters of common interest will be discussed and so it is imperative that the right venue is chosen for the affair. Sometimes, a conference will last for a couple of days and when government agencies, individual organisations or educational institutions organise a meeting like this, a few factors will come into play.
Short-Term or Long-Term?
Depending on which rental company you work with when renting a conference venue, availability will vary, based on the time of year. Long-term is the better choice if you plan on holding multiple meetings throughout the year, because discounts are usually available for long-term. The time of year will usually affect the price, so go down the short-term route if you plan on hosting a meeting during the busy summer months. You should also make sure that you spare enough time to run through the presentation and set up the room ahead of the corporate meeting commencing.
The Room Capacity
Planning and managing a conference requires a great deal of planning, so be sure to get an RSVP on the conference invitations to avoid paying more than necessary for the venue. Some venue rentals allow you to make use of a single room, whereas others grant you access to a reception area, storage, etc. Figure out how many tables and chairs are required, before deciding if you need a room with a conference style, reception style, banquet style, classroom style or auditorium style. Prices are calculated according to the square footage being used, so keep this in mind if you are sticking to a budget.
Making a Site Visit Checklist
Before you actually visit the site for your next corporate meeting, it’s wise to create a checklist. By doing so, you won’t forget anything and can make an informed decision that you absolutely will not regret! Are there potential distractions? For example, is the venue located on a busy road? If so, steer clear and find somewhere based in an ideal setting. The checklist should also have plenty of seating and tables, it should be designed with lighting that you can control, and ideally, it should have temperature control features.
Corporate House is the company to work with if you require affordable conference venue hire with complete flexibility. Call 07 3117 3700 to talk about rates.
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