You’ve got big dreams for holding your next conference. Excited guests, heaps of conference activities planned. This is your big chance to build your brand identity, impress attendees and create a networking environment like no other. Sounds amazing, right?
However, there is a lot of stress that comes along with planning a conference. It feels a bit like you’re spinning plates, and one could fall at any time. That’s why you need great support around you, and one of those crucial support pillars is the conference venue and its staff.
Choose your venue wisely, and you’ll find that a huge weight is lifted from your shoulders in a planning sense. Choose poorly, and you could have a disaster on your hands. So, let’s take a look at a few things you should consider when booking your next conference venue in Wellington.
Different room configurations
If you’re holding a conference of any size, you want to have some options when it comes to room layout. For example, in a larger conference, you may want space for several round tables – almost like a dinner. But for smaller conferences, you might want tables set up classroom style, or in a ‘U’ shape to promote discussion.
Whatever your needs, make sure that your conference venue is willing to adapt to the style you want. Whether that means joining two meeting rooms together or simply arranging tables in a certain way, it’s always much easier if you don’t have to worry about this on the day.
Unless you’re booking quite a small meeting where only human discussion is required, you’re going to need some technology. Let’s start with WiFi. This needs to be high-speed and reliable, especially if you’re intending to show videos or have people connecting remotely. Leading on from that, HD screens should always be available for video attendees.
Another question to ask is can you hook a laptop up to the screens in your conference room? This will be important for any type of modern presentation. These are all reasonably basic expectations for a conference venue or meeting facility, but it really is worth double-checking. Imagine turning up on the day to find that video attendees can’t log in!
It’s always one of the biggest issues to deal with when organising a conference. Catering is something that pops up throughout a conference, whether it’s introductory nibbles, a sit-down lunch or a fully catered dinner. If you had to organise that yourself, it would be a nightmare.
When booking your conference venue, always ensure they can handle all of your catering needs. Remember, you’ll have specific intervals where food and drinks should make an appearance, so the conference venue staff need to be very efficient.
Most conferences include sessions where people might break off into separate discussion groups. If this is going to be a feature of your conference, then the venue you hire needs to be able to accommodate that. Always check to make sure there are breakout spaces available.
In addition, conferences also usually include less formal breakout activities. It might be a cocktail party at the end of the day, or simply time for people to grab a snack and network in comfort. Ideally, a licensed bar, café or outdoor area should be available for your guests to gather.
This is one tip that many people forget about when planning a conference or meeting. The location is everything, especially if you have people from outside of the local area attending. You want the venue to be close to local shops and facilities. Public transport, of course, is essential to consider. Can guests get to the venue easily, or do they need to travel long distances by car?
Making your conference as accessible as possible is the best way to encourage attendance. That’s why Urban Hub makes so much sense. It’s located right in the heart of Wellington’s CBD, with easy access to public transport, shops and Lambton Quay.
Remember, you want guests to enjoy themselves. If you plan on including a cocktail or drinks event at the end of your conference, people need to get home safely, and a central location is a big part of that.
Looking for the best conference venues in Wellington?
With full catering, beautiful rooms that can be customised for different-sized gatherings, and a convenient Wellington CBD location, Urban Hub’s conference facilities are like no other. If you’d like to find out how we can help make your conference a resounding success, contact our team today. We’d love to hear from you.