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Venue Selection Checklist

Understanding the meeting objectives
  • Training/education
  • Recognition/reward
  • Organisation review
  • Networking
  • Motivation/productivity stimulus
  • Recreation/Incentive
   Consider the venue type and style
  • Hotel
  • Resort
  • Convention centre
  • Function centre
  • Auditorium
  • 5-star, 4-star, 3-star
  • Reputation
  • Perception

   Consider the venue location and access
  • CBD
  • Metropolitan
  • Regional/country
  • Interstate
  • International
  • How will everyone get there?

   Define basic requirements
  • Delegates - how many, who are they, what do they expect?
  • Accompanied by - partners/spouses?
  • Residential delegates' accomodation - single, twin-share, apartment
  • style, suites
  • Day delegates - suppliers, speakers, specialist presenters
  • Main meeting room - pillars, sightlines
  • Breakout/syndicate room/s
  • Room settings/seating
  • Exhibition space
  • Meals
  • Setup and Rehearsal - access costs
  • Outdoor activities/recreation - onsite/offsite
  • Weather
- Determine the budget
- Obtain written quotes (with floor plans)


   Site Inspection Checklist:

 

  Before you go...

  • Make an appointment
  • Ensure availability of key personnel
  • Ensure access to function fooms, accommodation rooms, recreation
  • facilities
  Key Personel
  • Conference sales executive
  • On-site conference co-ordinator
  • Banquet manager
  • Sound and light controller
  • Restaurant manager
  • Reservations manager
  • Front desk manager
  First Impressions
  • Main conference room
  • Signage
  • Parking
  • Lift access
  • Lobby and reception
  • Wheelchair access
  Meeting Facilities
  • Local environment and street access
  • Breakout /syndicate rooms
  • Location and access
  • Sound-proofing
  • Lighting
  • Air-conditioning - noise!
  • Windows
  • Audio-visual facilities (including ISDN)
  • Access to meal break areas
  • Seating configuration (theatre, classroom, U-shape, herringbone, cabaret)
  • Registration
  • Signage
  Presenters, Facilitators, Entertainers
  • Audio-visual equipment
  • Access to preview setup
  • Access on the day
  • Staging

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