The board of directors has signed off on the budget and the theme has been decided on. All you need for the conference you’re planning to be successful is the perfect venue. But where do you start looking?
Before you start compiling a list of possible venues, take a moment to think about a few “must haves” that a suitable venue for your event absolutely needs to have – like a checklist of items required for your conference to be a success. This will make it easier to eliminate venues that might look nice, but are not a perfect fit. To further simplify the process, we’ve compiled a list of tips to simplify the search.
5 Top Tips to keep in mind when searching for a corporate conference venue
Top Tip #1: Double check the venue’s capacity
Besides being a safety hazard, venues that attempt to overcrowd a function area run the risk of all sorts of other issues. Keep in mind that with too many people in attendance, the air-conditioning might not sufficiently cool the room and the bathrooms might not be able to handle the extra traffic.
Top Tip #2: Ask lots of questions
Nobody knows the venue as well as its event planners. So don’t hesitate to ask all the questions you need to ask in order to get a clear picture of what is possible and what is not. A site visit and allocation of responsibilities are imperative. Some venues may impose a fine if the number of delegates at your conference exceeds the number indicated on your original booking. Issues like these could result in unforeseen (and unnecessary) expenses.
Top Tip #3: Make sure the venue has enough parking
Struggling to find a parking space will dampen a delegate’s enthusiasm for your event before he’s even set foot inside. It is absolutely crucial that the venue has ample parking space to accommodate the amount of guests expected. Check with the venue manager if there is handicapped parking available, if there is an overflow parking area, should the primary parking area fill up, and whether or not there will be parking attendants on duty.
Top Tip #4: Are you happy with the location of the venue?
Keep in mind that if you are expecting a lot of international attendees, it might be wise to look for a venue that is easily accessible from the nearest airport. However, if you are planning a corporate function, like a brainstorming meeting for top management, or a business yearend function, you might want to move further afield than the everyday surroundings of the company, as this might be a nice change of scenery.
Top Tip #5: Make sure your venue supplies all the technical equipment you need
Does the venue have its own audiovisual team that will handle the sound and other aspects of presentations? Will the use of equipment like microphones, screens, projectors and podiums be included in the venue hire fee or does it come at an additional cost? If there is anything you are unsure of, this is the time to ask as many questions as possible.
Bona Dea Private Estate is the perfect conference venue for a stylish event, just a short drive from the city – just an easy 90 minute drive from Cape Town International Airport, situated in the heart of the Hemel-en-Aarde Valley surrounded by vineyards and olive trees. We offer various options: Cinema-style up to 280 delegates, Classroom-style up to 128 delegates & U-shape up to 60 delegates. The venue is equipped with a data projector and screen, cordless microphones and a complete PA system, free uncapped Wi-Fi, ample power outlets and air-conditioning. All of this, combined with ample secure parking for your delegates as well as reliable attendants, means complete conference hosting peace of mind.