Organising a conference that involves a lot of people is challenging in many ways. You need to ensure that attendees leave the place feeling satisfied. Some of them might even have to travel from distant places before they arrive at the venue. The first thing to secure is the venue. Make sure that it can accommodate everyone and is suitable given the nature of the event.
You need to check how much you or your company is willing to spend on the event. You can ask about the cost of the venue first and compare it with other options. Before you choose the cheapest choice, you need to ask first if the fee is only inclusive of the venue rental. Some places offer expensive rates because they provide the lighting and sound systems and will decorate the place. They will also have staff to help in dealing with logistical issues on the day of the event. Since you need to spend on these items anyway, you might as well take the inclusive offer by the venue owner. Take time to negotiate since most event venue owners will be somewhat flexible.
Find the perfect location that is accessible to attendees coming from various place. If some of them are going to travel, it helps if the venue is near public buses and train stations. You also want the attendees to relax after the conference. If there are shopping malls and entertainment areas nearby, it would be great. These places could also provide an extended networking opportunity.
Make sure that the venue is large enough to accommodate everyone attending the event; otherwise, it will be an unsatisfactory experience for the attendees. You also need to consider the nature of the activities. A theatre style venue is enough if the event requires the attendees just to sit down and listen to a speaker. However, if there are workshops and activities requiring everyone to move around, it might not work.
You want the attendees to feel at home during the conference. Some events could last for several hours a day. People need to take a break. Therefore, you want a place where there are kitchen facilities, smoking areas, relaxing lounges, and many other facilities.
Look for catering services that are affordable, but will not compromise the quality of the dishes served. Some companies have in-house caterers. Ask them first if they are willing to cater to all the participants. If they are and it is a part of the venue rental package, you will save a lot of money. If not, you can look for other options. Check the dietary restrictions of the attendees. Send a registration form where they can indicate these needs.
You have lots of choices for large conference venues UK hotels and other organisations offer. Take your time searching for the best place where your event could be a huge success. You can book there again if you are going to hold the same event the following year.