Finding a suitable venue can be the make or break of any conference in a competitive market, according to experienced Australian and New Zealand conference planner Rachael Ziccone.

Ziccone, who is Conference & Events Manager for Corporate Challenge Events, said event planners were looking for venues that would leave a positive lasting impression on their delegates.

“In today’s market, venues need to tick a lot of boxes but professionalism with an opportunity for ‘wow factor’ were important considerations,” she said.

Ziccone recommended at least five key criteria be applied in finding a venue. These were location, venue, conference rooms, accommodation and catering.

“With a vast array of options in most major cities and regional centres, it is important to establish and apply criteria to shortlist these options and ultimately decide on an effective venue to meet your conference objectives.

“In a recent blog, I have highlighted some vital questions that should be asked under each criteria. It is also important for the event planner to answer them first to create the desired venue.”

Here are Ziccone’s recommended questions for each criteria:

1. Location

• How accessible is the venue from transport hubs?
• Does it need to be close to an airport?
• What accommodation options are located nearby?
• Are there any ‘off-site’ experiences that the venue needs to be close to?
• How far will any transfers be for the delegates?
• What is the reputation of the location?

2. Venue

• Can the venue host the number of delegates likely to attend?
• Is the star rating aligned to the image of the conference and target delegates?
• What is its availability for the dates required?
• What is its history hosting conferences?
• Does the venue include other services required for the conference?
• Is the venue wheelchair accessible?
• Is it likely to fit within the budget?
• What extras does the venue have that can impact on a delegate’s experience?
• How and where will the venue allow the display of conference branding and signage?
• Does the venue exhibit friendly, attentive staff and a clean environment?

3 - Conference Rooms

• Does the conference room have the space required?
• What are the room configurations for the number of delegates likely to attend?
• What range of chairs and tables does the venue offer?
• What is the air conditioning like with large numbers of people?
• What is the ability of the venue to facilitate the lighting and audio visual requirements?
• What are the acoustics like in the room?

4 - Accommodation

• How long will it take delegates to travel from their hotel room to the conference room?
• Does the standard of accommodation venue match the conference venue?
• What are the room types and bed options?
• Is there wifi available in rooms?
• What is the air conditioning like in the rooms?
• What extras does the accommodation have that can impact on a delegate’s experience?

5 - Catering

• What menu and dining options can be provided?
• Does the venue offer catering packages and what is included for various numbers?
• Can they cater for special dietary requirements?

Corporate Challenge Events delivers professional conference planning and corporate event management for clients across Australia and New Zealand.

The expertise of Corporate Challenge Events also includes the delivery of team building events and corporate training programs.

For more information on Corporate Challenge Events visit www.corporatechallenge.com.au or www.corpchallenge.co.nz