When it comes to choosing a conference venue, there are many factors which when added together with a little thought, can not only ensure that the event runs smoothly, but also help delegates maintain a good impression of your company. Are you an event organiser? Then read on for hints on how to make your planning go without a hitch!

Location – Where’s the best place to host the event?

As with many conferences, your delegates may be travelling from all over the UK, and so it’s important to try to find somewhere which is easily accessible for them, or at least a location which will suit as many of them as possible. The East Midlands, for example, is particularly ideal if you have people attending from the north and the south. Check out the transport links in the area too, and how close the venue is to things like the train station, bus stops and even the airport (depending on how far afield they are travelling from!). Ideally the venue will have directions on their website that your delegates can refer to.

You may have heard recently in the news that Loughborough Conference Venues are getting a facelift in time for the forthcoming 2012 Olympics as the East Midlands is very handy for London by rail, road or flights from the local Airport.

Staff – Will you be met at the door?

The welcome that your colleagues and delegates receive will be their first impression of the venue, will give an indication of the level of quality of the day ahead. As well as signage pointing people in the right direction, nothing is more helpful and welcoming than a friendly face, so it’s a good idea to check who will be the point of contact when you and your delegates arrive. They will feel immediately reassured to know they are in the right place.

Facilities -How do I know if the venue has everything I need?

A good starting point is to look at any particular requests from your delegates; do they need access to a hearing loop or wheelchair access for example. Checking whether the venue has enough toilet facilities, and whether these are accessible, is a factor that is sometimes overlooked, but can be very important in relation to the smooth running of your event, as you’ll need to allow enough time during the designated breaks. If your conference room is on the first floor, suss out where the lifts are, so that you can offer direction if asked. Enquire about the venue’s heating and air conditioning system and how easily this can be altered; you want your delegates to be as comfortable as possible so that they can perform to their full potential.

The Rooms -What do you expect from the venue itself?

Whether your event is for 5 or 500 people, it’s really important to ensure that the rooms themselves are suitable so that your delegates don’t feel lost in a room too large, or cramped together in a room too small. Either scenario may have an adverse effect on your delegates’ performance, particularly if they are undertaking presentations or role play activities. Make an appointment with the venue beforehand to check out all of their available spaces, go through your requirements with them, then take advice on which room is most suitable and the logistics of the event. Don’t forget you may want an additional breakout area for refreshments and lunch.

Catering – Whether a nibble or a feast, is it going to be tasty?

Budget is always important when it comes to the catering at your event, so you need to choose a venue who can provide quality fresh food, even if you’re just ordering a basic sandwich selection. Don’t forget to ask about optional extras to go with your tea and coffee breaks, such as biscuits and orange juice. Some venues provide complimentary squash with your order. Of course you want to try to meet everyone’s expectations when it come so the food, so don’t be afraid to check if you had something in mind that doesn’t appear on the set menus – for example if you’ve been to previous event where a particular type of pastry went down well, it’s worth an ask to see if the venue can provide something similar.

Equipment – Does the venue offer equipment hire?

Ideally the venue itself will have its own equipment available for hire, as this will save co-ordination with an external company. Make a list of the equipment you think you may need and then ask for prices so that you can check which will incur additional fees. Usually items such as flipcharts will be free of charge for example.

So where do I find my ideal venue?

Finding a venue who can provide all of the above factors will certainly maintain a quality business image, but will also guarantee an increase in productivity from your delegates – which will, therefore, help to increase your profits! So for a venue who can guarantee a helpful and knowledgeable team, excellent facilities, exciting menus and more, why not call Loughborough Town Hall’s Room Hire and Events Team on 01509 634775 for a competitive quote and assistance with your next event.

Loughborough Conference Venues can provide everything you may need with superb customer service and a smile.

You can view images of all four function rooms using our helpful website, which includes useful information on capacities, facilities and sizes etc from our website by clicking on this link:

Loughborough Conference Venues

We very much look forward to hearing from you!

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