If you are having a conference and are in charge of venue location, you will understand that this is no simple task. Conference Venues, London as anywhere else is all about finding the perfect place to have your event. It is the single most important factor in determining the success of the conference. When you approach venue locators, online or in person, the more information you are able to give them, the better they will be able to serve you.
Now when you try narrowing down on what it is you need, you can list down you priorities under different headings. Write down a list of features that you absolutely must have from the conference venue. Make another list of things that you would like to have, but are not really necessary and finally make a list of all those features that would be great to have, but are luxuries and therefore completely expendable.
In your list of essential, include the specific number of rooms you need. You will also need to take into consideration the catering capacity that is required, the exact location of the conference and the facilities that you will need to go with it. You will also need to look into the accommodation of every delegate visiting the conference and make sure that they are not too far from the location.
In the second list where you are looking at what you potentially will need to enhance the experience of the conference, put yourself in the place of the delegate. Ask yourself what you would like at the conference and what would help you be a better participant. Make a list of all of this. If it comes in the larger scheme of things then you could factor it into your preparations. And finally, for the icing on the cake, you could have a theme décor set up for the conference.
Your giveaways can be mementoes of the meeting, a way to celebrate its success. Some other general points you need to keep in mind are where your delegates are coming from.
Give them enough of time relax and get to the venue without rushing them. If they are foreign delegates, have a few people who speak the language be around to welcome them and help them get oriented. Placing them at the entrance would be a good idea.
Once you have all your requirements in place, using a venue finder becomes easier as you are able to input all that you need and will be given a small, yet perfect set of locations to consider.