Small details can make a big difference. When planning a conference, it’s easy to get caught up in the big decisions – like finding a suitable conference venue, setting the agenda, and booking food and accommodation. These factors are all important, but it’s often the small, well-thought-out details that really enhance the overall experience and make the conference something memorable. So before you book a conference facility for your next event, make sure you’ve checked off the points below.
7 details to check before booking a conference facility:
1. Does the conference facility have flexible booking terms?
Life can be unpredictable, and even with careful conference planning, last-minute changes may be necessary. Have you researched the conference venue’s cancellation policy? Can the number of attendees be adjusted? Is it okay to change dates or make changes to the schedule without additional costs? Before you book, talk to the staff and make sure there is room for change if plans need to change.
2. Does the conference facility have the right location and accessibility?
When it comes time to choose a geographic location for your conference, it’s important to think carefully about how you’ll get to the venue. Nothing can make a conference trip more boring than unnecessary transportation hassles. Whether conference attendees are traveling by car, bus, train, or plane, the location should be as accessible as possible for everyone. Also, make sure there are clear directions for each attendee to follow if they’re traveling on their own.
3. Does the food suit all dietary needs?
Food is not just a necessity – it can also be a big part of the overall experience for attendees. The question is how flexible is the conference venue when it comes to diet? Pre-set menus are often offered, so always double-check that the venue or restaurant you book can accommodate your attendees’ specific dietary needs. Everyone should feel included at mealtimes, whether it’s allergies, vegetarian or vegan preferences, or religious food and beverage restrictions.
4. Is the accommodation adapted for the participants?
A good night's sleep and the opportunity to recover are essential for a pleasant conference experience for everyone. Therefore, investigate early on whether the accommodation matches everyone's wishes and needs. Some may appreciate sharing a room for the sake of community, while others need a single room and some alone time to relax.
Also double-check that the accommodation can be adapted to the specific needs of participants, such as accessibility for people with functional disabilities, allergy-friendly rooms, or special requests such as early check-in or late check-out.
5. Do the premises and technology suit your needs?
A conference room can be all sorts of fancy, but what does it matter if the technology doesn’t meet the needs of your important meeting? Every meeting room needs to be equipped with the technology required for your specific presentations, workshops and meetings. So check whether there is enough AV equipment (audio and video), reliable Wi-Fi and enough power outlets for all participants in the room. Do you need specific equipment such as video conferencing systems or interactive whiteboards? Find out if the conference facility can provide it.
And remember – even if you have great technical equipment, unforeseen problems can arise during the conference. Check if the facility offers IT support on site or by phone to quickly resolve technical issues? It can save both time and frustration.
6. Are there physical and digital storage options?
If you plan to use physical materials during the conference, such as important documentation, product samples, prototypes, or marketing materials, make sure there is a secure place in the conference facility to store them if you stay overnight. No one wants to have to worry about important papers or equipment going missing.
Similarly, if you work digitally, it’s wise to ensure that the conference facility offers easy access to cloud services and secure backups, so you can rest assured that all your work is safely stored and easily accessible when you need it.
7. Do you have a plan B for unexpected weather conditions?
Having the opportunity to relax together and build stronger team bonds is often a highlight of the conference. Many venues offer fun team building activities like golf, hiking, or perhaps something a little more unusual like clay pigeon shooting. If you are planning outdoor activities, it may be wise to have a backup plan in case the weather doesn’t cooperate. Ask if the venue has tents, indoor options, or other solutions that will allow you to continue enjoying the program, regardless of the weather.
Leave nothing to chance.
Contact us at Öijared, and we will help you organize a successful conference trip based on your company's needs and budget.