The checklist of the things to consider in choosing a Conference Centre doesn’t start with ‘How much’ but with ‘Who’. Who will be attending the conference?
Planning a conference within the busy city of New York may be as mind-boggling as the city itself. But listing the factors to consider one by one may help. And as aforementioned, it all starts with considering the people attending the conference.
What image do this group of people portray? Are they creative, corporate or mainstream? This then gives the idea of what type of centre would be appropriate. And considering the people attending would then give the idea of where these people live or where they would come from.
Provide a list of the most accessible centres considering where the attendees will come from. This gives way to the process of elimination. Target the location and set a parameter to screen out those that are outside. Accessibility will save some travel time for those who are attending.
From the list that the elimination will come up with, consider visiting the website or better yet the location to check if the conference space would be enough to accommodate the group. Is it large enough for people to move around comfortably? Does the room provide good view for the speakers without posts or anything that could block them? And other than the rooms, also consider the size of the passages. Will the attendees be able to come in and out without bottlenecks that would cause delays? Will the parking lot be wide enough to accommodate all the attendees’ cars?
After considering the type and the location, comes next is the cost. For this group of people, would a hotel conference be necessary or would a more affordable space be enough. Does it have to be the nearest when it’s usually the most expensive? Would a little travel time save more for the cost of the centre? Does the space have its own parking lot or would a space with another parking lot nearby be more affordable? Is the price without hidden charges? Is it negotiable? Does it cover all the facilities? And speaking of facilities, are all the necessary facilities present.
As cost is considered, it would also cover considering the facilities that the cost would include. As above mentioned, does it have a parking space? Will there be any aids for the speakers to communicate clearly to the audiences and vice versa? Will there be projectors, sound systems, and other public address systems? Is there a proper ventilation and temperature control system? It is as important to not miss one of these facilities in conducting a conference meeting as considering the meeting room rental.
Just make sure to provide enough amount of time in planning a conference and take time to review your options.
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