How to choose a conference event planning venue

Abstract: Meetings are an essential activity for every company. For various large, medium and small companies, internal meetings can be resolved at their own office locations, but they involve some business meetings and For large-scale meetings such as annual meetings and foreign-related meetings, you need to find the best meeting venue. So, how to choose a conference event planning venue? What should you pay attention to when renting a conference venue? Below, the editor has compiled relevant information, let’s take a look! How to choose a meeting venue

1. Make a list of options

A list of meeting venues must be made, and all important conditions required for the meeting must be noted on the list. If the list is well designed and indicates the quality of the hotel, it will greatly facilitate the comparison and selection of various places.

2. Choose a suitable type of venue

Selecting a suitable conference venue must be based on the conference resources available in the local area, the procedures of the conference, the expected number of participants, and the characteristics of the participants. The background and, most importantly, the meeting’s purpose, objectives and attendee preferences are taken into consideration.

3. Matching of conference type and venue

The best environment for holding training activities is an adult education venue that can provide specialized staff and specialized facilities.

Research and development meetings require an environment conducive to contemplation and inspiration.

Major bonus and commendation meetings must be high-grade and engaging. The purpose of the meeting is to reward outstanding performance.

For trade fairs and new product exhibitions, it is necessary to choose a venue with an exhibition hall, and the transportation to the cities where the venue is located must be convenient.

4. Price of conference venue rental

Price often plays a decisive factor after all conditions are met for the conference, but in the rental of conference venues. Be sure to pay attention to the price range and unit. There is an essential difference between pricing by session and pricing by day. Generally, a meeting is limited to 4 hours. Approximately half a day. Some hotels are calculated as three games a day. Therefore, be sure to clarify the hotel’s venue pricing unit. The calculation of a day includes morning, afternoon and evening. After the pricing unit is clear, it is the set-up time given by the venue supplier. The layout of a conference takes time, and is the layout time free, and how much is the charge? Therefore, only the price under all circumstances is comprehensively compared and the final price can be used as a reference for comparison.

Notes on renting conference venues

After finalizing the conference venue, you must sign a contract. Signing a contract is also a science. All previously confirmed items and prices must be clearly stated and written in black and white. bright. The settlement account number, settlement method and settlement currency must also be clearly stated. Including the services promised by the hotel and the free supporting facilities of the conference venue. Of course, for large-scale meetings, it is best to indicate who is in charge of the venue at a certain level, so as to avoid problems and unable to find the person to contact during the meeting.

Conference venue layout plan

1. Basic facility layout

(1) Podium: moderate height, and the walkway leading to the podium is illuminated, and there should be The name of the conference being held, and the name of the conference center or conference hotel.

(2) Microphone: The microphone should be adjusted in advance so that the volume will not be too loud.

(3) Writing board and pen.

(4) Audio-visual equipment: computers, projectors, video recorders, screens, audio equipment, laser pens, free email services, DVD air conditioners, lighting, etc.

(5) Lighting: The illumination is uniform, the light is soft and stable, and easy to control and adjust.

(6) Audio: including mixer, conference microphone, etc.

(7) Conference video system: main equipment such as video recorders, projectors, slide projectors, video stunt machines, cameras, and auxiliary equipment such as video switchers, video distributors, and format converters.

(8) Simultaneous communication and voting system.

2. Venue layout

(1) Basic principles of venue layout:

Topic: According to the nature of the meeting, when arranging the venue, attention should be paid to highlighting the theme and purpose of the meeting. .

For example: the party representative meeting venue must be simple, solemn and generous.

Formal: Any venue layout should be orderly, tidy and organized.

Simplicity: Starting from the actual effect of the meeting and its own economic capabilities, we strive to create maximum economic benefits at the minimum cost.

Practical: The venue layout should be consistent with the functions required for the meeting.

Harmony: The color of the venue and the size of the venue elements should be coordinated.

(2) Basic mode of venue layout

Theater (auditorium) style: suitable for large-scale meetings with a large number of people, such as press conferences, forums, debates, and launches Ceremony etc.

Desk style: suitable for forums, press conferences, seminars, training, etc. This format is convenient for the audience to take notes.

Hollow circle (square or polygon) type: suitable for smaller-scale meetings with equivalent status, such as business meetings, seminars, etc.

U-shaped or horseshoe-shaped: suitable for small-scale meetings training sessions.

Around the table: suitable for Chinese-style banquets, such as thank-you parties, receptions, tea parties, etc.