The worldwide business to business conference industry is worth 30.3 billion dollars. When planning a conference, the accommodations you set up and provide for your guests will make a lasting impression on those attending.

There are a lot of factors that can weigh into your final decision of choosing the right venue for your event.

Here are 6 tips for choosing the perfect conference venue.

1. Think About Your Budget

Most venues rental prices vary depending on the time of year you book it at. Booking during a season where there isn’t as much demand can help you get the best price for the venue.

You can also lower the rental price by booking the venues on weekdays when the demand for the venue is less high.

2. Food and Catering

If you’re using a hotel venue for your conference, there’s a possibility that you can ask about internal catering.

Some venues might not have catering services, or the food might not be what you’re looking for. In this case, there could be an additional fee for bringing an outside caterer in for the event.

Make sure to figure out any additional fees for both onsite and outside catering before you make your final decision.

3. Other Amenities

Check with potential venues to see what amenities they can offer you and your guests while being there for the conference. Look for things like fee bottles of water, access to the gym, access to the pool, or other lounge areas onsite.

See if the venue can provide any security or janitorial services as well.

4. Technology Requirements

A requirement for conferences is technology and Wi-Fi accessibility for your guests.

Make sure the venue has the availability to meet any of the audio and visual needs you may have as well as a strong Wi-Fi connection.

If you’re bringing your own technology and equipment like projectors and whiteboards, figure out if the venue has enough space for everything you need to bring.

Another important factor when it comes to technology is if the venue has an ample amount of outlets to plug everything in.

5. Conference Venue Lodging Accommodations

Conferences can bring people from all over your local area, state, and country together to the venue location.

If you know that many of your attendees will be making a long journey to join you at your conference, think about if your venue allows for onsite lodging accommodations like at the Midlothian Conference Center.

If the venue isn’t a hotel, think about choosing a venue with close proximity to one. It also helps if there is a shuttle to and from the venue and the hotel for your attendees.

6. Parking

Once you’re aware of the number of attendees you’re expecting, make sure that the venue has enough parking for them every day.

Solutions to not enough parking can be advising people to carpool, to use a ride-sharing service, or sharing a nearby parking garage within walking distance.

If there is parking on site, ask the venue if attendees will need a parking permit or pass while staying there.

A Successful Conference

These tips can help you find the perfect conference venue for your next event. Find the venue that accommodates what you and your guests need for a successful conference.

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