If you have any occasion or an official
meeting, always remember that the venue has a very strong impact on that. When
you are hosting a conference then it is a major decision to take that where you
want to held it.
If you do not have a very vast experience
of hosting a conference and selecting a venue then you might have some dilemma
to take decisions. There are a lot of conference halls in Kolkata which one can choose but before doing that one needs
to keep some important factors in mind. Here are a few things which if taken
into consideration might help.
Accessibility
Always make sure that the venue is easily
accessible to all the guests and delegates. Even if they have to reach there in
a rush hour then also it should not become much difficult for them to reach.
This is because; if people reach the venue late due to bad accessibility or due
to huge traffic, then the conference will start late and it will mess up the entire
situation by putting a negative impact on the event.
Parking
There should be a proper parking area in
the venue or very near to the venue. Most of the delegates might arrive on
their own cars and so if they do not get a convenient parking then they will
have to waste a lot of time to find a parking place.
Peace and tranquillity
The conference hall should not be located
among the hustle and bustle. It should be quiet so that the conference can
happen in peace. Also it is a very good idea to choose a place which has an in
house option of dining services and some outdoor event options.
The right size venue & break-away rooms
Try and ensure that, the size of the
conference room is proper and it can easily accommodate the number of delegates
who are supposed to participate in the event. There should be proper desks in
front of them so that they can note down or keep their laptops open in front of
them if it is needed. Also the seats have to be very comfortable. Sometimes,
these meetings can go for very long hours. One should not feel uncomfortable
while sitting there.
Catering
One should always go for a venue which has
proper catering facilities. The conference might include breakfast and lunch.
So, the delegates should always get quality food. Catering services can always
go for a buffet system for the breakfast and lunch. Also there should be proper
supply of tea and coffee throughout the meeting.
Professional staff
Setting up a conference can be stressful
and tiring but if you choose a venue which has professional supporting staffs,
they will always assist to make your company conference a proper and successful
event. The right staff can help with
everything from check lists, menu selection and proper food item selection as
well.
But yes, while looking at all of these, one
should also consider the budget of the conference.
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