Like any event, the success of your conference is often entirely dependent on having the right conference venue. Whether you are planning a presentation for the board, or a three day long seminar for employees or major stakeholders, having the right venue is essential to create the right impression and ensure that guests are comfortable and taken care of at all times.
Nkuthu Gardens in KwaZulu-Natal offers some tips on how to choose the perfect conference venue for your business event:
•Seating arrangements – a good venue should offer a number of options when it comes to the room seating arrangements. Each type of event or meeting requires a different type of seating plan, which means that the venue should be able to set up the room according to your specific needs.
•Equipment – while it’s hard to believe, there are some venues that only think to provide a room for delegates, without offering any sort of audio visual equipment or items such as pens and notepads. A good venue on the other hand thinks of all of these things to ensure that delegates have everything they need for a productive and smooth sailing conference.
•Catering – having to entertain guests during breaks or after conferences can be daunting for many organisers, which is why it is always a pleasure when the conference venue is able to provide catering for attendees during lunch breaks, or for tea and coffee breaks.
•Setting – as conferences require attendees to be motivated and energised during the few hours or few days of the event, the setting of the conference venue is also important. There are few settings more peaceful and inspiring than a beautiful garden setting, which allows for a greater level of tranquillity compared to a small room in a busy hotel building.
•Air-conditioning and temperature control – in the hot KwaZulu-Natal climate, air-conditioning is almost a given, but this is something that some venues fail to consider. If conference rooms are either too hot or too cold, it makes it difficult for guests to concentrate, especially over extended periods of time.
•Accommodation – the final most important point for organisers to consider when planning a conference or business event is where guests will stay after the event. For conferences that last a few days, having on-site accommodation offers a chance for networking and team-building, while also ensuring more convenience by having all delegates under one roof, situated with close distance to the conference venue.
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