How to choose the perfect conference venue
Choosing the perfect venue to host your conference event is key, as this will set the tone for your event. There are many things to consider when selecting the perfect venue to suit your needs, such as the size of the space, comfortable seating, a variety of catering options and all in a convenient location.
Planning a conference can be challenging – especially if event planning isn’t your primary role. But once you’ve picked the venue, everything else will start to fall into place. Here are our top tips on how to choose the perfect conference venue.
Your budget will be one of the biggest factors to consider. Once you have a ballpark figure in mind, this can help narrow down your venue options. Would you like to spend more on a magnificent venue or would you rather spend more on securing guest speakers? Will you want to provide catering and accommodation options?
When you find the perfect venue that fits your budget and schedule of events, it’s time to negotiate! If you are flexible about when your conference date is, then this can really reduce the cost of the venue.
Choosing a convenient location is essential for maximising attendance. Attendees will not want to travel to the event if it’s a nightmare to get to, even if the venue looks amazing. The ideal location will have public transport links and ample parking to suit all commuters.
If you are hosting an international conference, it may be worth considering a venue close to the airport. When planning your event, it’s always a nice touch to provide any details of local site-seeing spots that your attendees will be genuinely interested in visiting. For example: if you choose a conference venue in Nottingham such as us here at Colwick Hall, you may want to give details on visiting the National Justice Museum or the City of Caves.
No one wants to feel uncomfortable at an event all day, so choosing a venue with the appropriate capacity is important! Ensure attendees have comfortable seating in all sessions, as well as plenty of space to relax during breaks. You may also want to choose a venue with air conditioning if you’re planning your event in the summer. As much as it is important not to overcrowd your event, you also don’t want somewhere too big. Having more seats than you require might look like you have had many no-shows.
If you are organising the event on top of your own role, you may need a little guidance! It’s worth getting to know the staff at the venue who have experience in hosting similar events. Their expertise will be helpful in identifying how to best use spaces for your event, as well as discussing your objectives and coming up with creative solutions to make your conference event successful. Some venues may have event management services which can take some of the stress and tasks away from you.
Events should be inclusive for all attendees! Do you require disability access as well as toilet and changing facilities? Do you need to provide a ramp for wheelchair access for guest speakers onto the main stage? If you are looking for a venue with accommodation options, do they have bedrooms on the ground floor or lift facilities? These are all things to consider when selecting your venue.
Why choose Colwick Hall for your conference event?
Get ready to wow your guests with our conference facilities at Colwick Hall. Colwick Hall is a unique conference venue in Nottingham combining the best of luxury, history, charm and style with all of the business amenities and digital facilities that modern business clients need.
We are proud to offer conference event spaces to businesses of all shapes and sizes. If you need an out-of-office meeting for just 2 people right up to a large conference or exhibition of 500 people, we have something to suit you. Our conference events are run by a committed team of professionals who take real pride in sharing the stunning venue with a wide variety of guests.
What the Nottingham Conference Centre at Colwick Hall can provide:
- Welcoming atmosphere
- Attentive staff on hand to help all guests in every way possible
- A choice of 5 different conference spaces to suit you
- Bespoke packages to suit your needs
- Generous parking and easy access
- Catering options in the award-winning restaurant ‘Byron’s Brasserie’
- Overnight accommodation decorated to superbly high standards
- Beautiful settings in the countryside, but just 2 miles from the city centre