This is our fifth video to our series “Wise up with Fitwise”. To view all our videos visit our YouTube channel or video page of our website.
Venue Search, Contracting & Management
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Choosing the right location
There are many factors in determining the right location and venue for your conference. It helps to look at venues you have used previously if any and if they worked considering using them again. Other factors that play into venue selection include:
- What is your demographic of membership, are you appealing to all of your members?
- Does the venue have good transport links?
- Do your delegates need accommodation? If so is the venue near a selection of hotels to suit all budgets?
What to look for in a venue
Once you have picked the location, you should next decide whether you want your venue to be in the city centre, city outskirts or a more rural setting, taking into consideration parking, transport links, etc.
Make sure you investigate the venue parking. Does the venue have free parking? If it is paid parking consider negotiating a reduced rate for delegates or even as for it free of charge. If the venue does not provide free parking make sure delegates and exhibitors are made aware of this in advanced to avoid any problems on the day.
Natural daylight is another factor when deciding your venue. Some clients want natural daylight and other don’t depending on the types of presentations. For example, a presentation with an X-ray on the screen is not best with natural daylight as you won’t be able to see it clearly.
Does the venue provide enough space for all your activities? Check the size capacities of the spaces being presented and ensure they meet all your requirements.
Negotiating a contract
When negotiating with a venue you usually have two main pricing options, a Day Delegate Rate (DDR) or room hire and catering. Depending on your numbers, sometimes it is less expensive to work with a DDR, which includes room hire and delegate catering, but may come with minimum numbers so make sure you are confident with your delegate numbers before booking. Ask for both a DDR and room hire and catering only rate and check that for your numbers you have been offered the best rates. Always ask for a reduction in price and never accept the first rate given.
Other things to take into consideration:
- Eligible discounts if you are a charity
- Flexibility in your dates: depending on venue, certain days of the week will be cheaper.
- Consider taking out things you don’t need to make your contract less expensive; for example, materials used that you can provide.
- Get as much included free: Wi-Fi, pads and pens for delegates, parking etc.
And Remember: Review terms and conditions of contract carefully and consider cancelation fees if required!
