When selecting a conference venue, there are four key factors that stand out; flexibility, location, experience and sustainability.
These four pillars are essential for creating an event that is not only logistically sound, but also memorable and impactful for all the right reasons.
1. Flexibility: Adaptable spaces to suit your needs
A conference venue that offers a comprehensive range of rooms sizes and layout options will give you the ability to tailor the environment to suit specific needs. Whether you need to seat hundreds in an auditorium, create a more intimate boardroom or seminar setting, or host a drinks reception in a privately hired restaurant or bar, a versatile venue offers endless opportunities to get creative.
For example, a conference centre with flexible seating arrangements can facilitate more dynamic discussions, while staging options with versatile lighting can create memorable presentations. In today’s more virtual-world, the ability to offer seamless online connectivity and high-bandwidth can set a conference apart, inspiring more engaging and interactive experiences.
2. Location: Desirable and easy to get to
A venue that is easily accessible via public transport or close to major transport links and airports will give your audience a wider appeal, attracting international delegates. If attendees can easily navigate to and from the venue, their overall experience will be more positive, increasing the likelihood of return attendance should you choose to host another event in the future.
Accessibility also extends beyond just location; it also includes the availability of accommodation, dining options, entertainment and attractions, or even unique local experiences. All of these will add an extra layer of appeal to the event. It’s also worth considering that the location of the venue will reflect on the brand or image of the conference itself. Choosing a location that aligns with the vision and priorities of your event will resonate with your audience and reinforce the event's positioning. For example, does the location need to enhance your event’s modernity, sustainability, culture, or 24-hour experience.
3. Experience: Blending business and leisure
The concept of "bleisure" has becoming an increasingly important pulling factor for delegates, especially if your conference has an international audience. With more hybrid and virtual working in many organisations, and reduced travel due to ESG priorities and cost, an event needs to be truly compelling beyond the main agenda to drive delegate attendance. A destination that enables you to curate bespoke, unique experiences with cultural and entertainment options, exquisite dining experiences, and different accommodation options, will contribute to an immersive, 24hr experience for your delegates.
4. Sustainability: Responsible event planning
In an era where sustainability and reducing our individual carbon footprints are so important for companies and delegates alike, choosing a sustainable conference venue has become a core focus. Sustainable venues will incorporate eco-friendly practices and some will be able to provide detailed sustainability reports on your conference to help demonstrate your organisation’s contribution to a greener future.
Hosting an event at a venue that not only prioritises sustainability for their own operations, but can help an event planner with their ESG goals, whether that is commitment to reducing an event’s carbon footprint or supporting local communities in the area they operate, can help ensure a strong healthy future for your event and reputation.