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This learning pattern serves as a step by step plan on how to find the perfect conference venue. It helps event organizers by giving them better knowledge and skills in defining venue requirements based on the needs of the program as well as participants. Additionally, recommendations on finding and assessing available locations are given.
This learning pattern serves as a step by step plan on how to find the perfect conference venue. It helps event organizers by giving them better knowledge and skills in defining venue requirements based on the needs of the program as well as participants. Additionally, recommendations on finding and assessing available locations are given.
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=== 6 steps for finding the right venue===
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Before you begin your search for a perfect conference venue, you need to have a strong understanding of your budget, possible event dates and number of attendees. When choosing dates for your conference take into consideration public holidays, other big events in the city, low and high season etc. because these factors influence the availability and prices of possible event venues.
Before you begin your search for a perfect conference venue, you need to have a strong understanding of your budget, possible event dates and number of attendees. When choosing dates for your conference take into consideration public holidays, other big events in the city, low and high season etc. because these factors influence the availability and prices of possible event venues.
Also you need to know the structure of your conference program: how many tracks are running simultaneously, which event formats you have (presentations, discussions, workshops) and therefore how many different rooms you need.
Also you need to know the structure of your conference program: how many tracks are running simultaneously, which event formats you have (presentations, discussions, workshops) and therefore how many different rooms you need.
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WMDE
advises
to
follow
the
subsequent
6 steps:
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===
6
steps
for finding
the
right
venue
===
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Set
up
venue
criteria
list
(checklist)
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WMDE
advises to follow the subsequent 6 steps for finding and choosing the right
venue
for a large conference
:
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Research for possible venues
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Venue inquiry
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Make site visits
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Compare locations
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Make a contract with the most suitable venue provider
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:1. Set up venue criteria list (checklist)
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:2. Research for possible venues
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:3. Venue inquiry
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:4. Make site visits
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:5. Compare locations
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:6. Make a contract with the most suitable venue provider
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In the subsequent paragraphs detailed information on each single step can be found.
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==== 1. Set up venue criteria list (checklist)====
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Before starting with the research, speaking with a sales manager of any venue or asking for offers, you should make a list of your venue requirements. This ensures that you get suitable offers and will ask the right questions when you visit a venue (plus you will be able to compare the venues more effectively). Think about what are the needs of your conference program and participants concerning the venue. Attach specific requirements to each item in your venue checklist.
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For example Wikimedia Conference needs a venue with a hotel in walking distance with capacity for all participants. As the conference participants mostly arrive by air, the organizing team made sure that the venue is easily accessible by public transport from the airport (short travel time, not too many changes between lines etc.). Besides, the surrounding of the venue plays a major role as well (safe area, attractions/facilities nearby etc.).
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At the venue itself one large plenary room for 200 participants plus 2 workshop rooms à 100 m², 3- 4 Workshop rooms à 50 m², a back office, a registration and catering area, Wi-Fi with sufficient determined speed and so on is indispensable.
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Besides the hard facts such as the prize, size and location of the venue, the soft facts such as the atmosphere and impression the venue adds to the experience of the participants should be also considered: ask yourself whether the venue appeals to the target audience and suits to the particular event etc. Having the right venue for the type of event you are holding will enhance the atmosphere in itself.
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Also think about what type of venue fits best to the event. There are different types of conference locations. Depending on what type you choose, the organisational effort may be higher or lower. The most common ones are conference centres, hotels and convention centres. Nowadays there are more and more newcomers on the traditional event stage (e.g. universities, libraries etc.). Conference/convention centres often provide the premises and a bundle of other services while hotels cater for all hospitality needs (hosting and housing the participants). Whereas hotels offer in house catering, you may need to hire external catering suppliers at conference or convention centres. These centres may often also have a supplier list you have to choose from. Hosting the event at a conference or convention centres often implies higher organizational effort.
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Here is a sample checklist for you to build your own on. Depending on your event you may not need all the items listed there or you may need to add some. This checklist will also serve as a crucial item for the site visit (see also step 4).
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====2. Research for possible venues====
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Thinking carefully about the venue requirements and writing down the most important venue criteria, facilitates the research and further processes enormously. Of course there are many ways to scout for possible venues. In the following a few options are depicted:
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*Use venue listing websites, that specialize on finding and promoting venues. Most of the websites allow to filter venue options according to capacity, room needs, category of event, budget, accessibility, amenities etc. to facilitate the search.
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*Google Maps has a feature of showing nearby conference venues if you type in “conference”, “conference center”, “conference hotel”, “event space” etc. (try also your local languages).
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*Contact the area’s local Convention & Visitor’s Bureau to inquire about venues that best suit your needs. They may also have a website with venue search module.
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*Think of venues which you have been at for an event in the past or ask for recommendations of acquaintances. Also ask your partners and like-minded organizations for venues they have successfully used for their own events or which they visited as participants. They might also be able to inform you about contact persons for possible in-kind donations for venue costs.
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*Search for similar events and check where the events are hosted to gather further venue options.
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*Local universities, libraries, community centres may have conference rooms and facilities that suit your event.
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Most of the web presences of the venues feature pictures, floor plans and an overview of their rooms and capacity as well as other services. Check this information carefully, before sending out an inquiry.
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====3. Venue inquiry====
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Before sending out an inquiry, it is sometimes easier to call first to indicate your interest and ask whether the venue is still available on the certain dates. This has the advantage that you get a direct contact person and a real time feedback about the availability of the venue on the chosen event dates. As a follow-up send an email with detailed information.
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An inquiry should contain the following details:
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*Short description of the event (if possible include the link to event website) and the organizer for introduction and attracting interest. This gives the venue manager a better understanding of the host, the target audience and the scope of the event.
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*List of the most important requirements (participant number, number/size/capacity of rooms, additional spaces such as registration/catering area, technical equipment, catering needs). If the venue has its own accommodation then include also requirements for that.
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*Event dates: Is the venue available on your desired dates? If you have several possible dates, include them all.
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Ask for an offer. The more elaborated and detailed your inquiry is, the better the venue can prepare an offer that suits your needs and you will save time afterwards (otherwise you will be spending time changing the offer/ asking follow-up questions). An offer should contain information about their ability to meet your requirements (list of rooms and capacities, floor plan etc), and prices.We advise to send the exact same inquiry to each venue to better compare incoming offers.
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Below you can find a sample venue inquiry for the Wikimedia Conference.
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== See also ==
=== Related patterns ===
=== Related patterns ===