How to choose the perfect meeting venue

19th July 2018

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With such an array of locations available to organisers, trying to select a suitable venue for your meeting can be overwhelming. Deciding on the right venue can make the difference between a successful and unsuccessful meeting, so you’ll need to be well informed about the different considerations to take into account. Below, we’ll break down the most important of these factors to help you decide what type of venue is most appropriate.

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How many guests will be attending the meeting?

Different events require different sized spaces, so the amount of people attending your meeting will alter your requirements significantly. If you just need a room to interview a single person, then it figures that you won’t need too much space, meaning a more intimate meeting room will be more suitable.

However, if you are holding an internal meeting amongst staff, a consultation with stakeholders or a team training session, you will require somewhere that caters for the added numbers. You’re unlikely to spark enthusiasm if attendees are all uncomfortably squashed together in a room far too small.

If you are holding a conference, you should be looking at somewhere even more sizeable. Discuss room capacity with the owners of any venue you approach and configure this with the number of people you are expecting. Here at Landmark, we have a variety of different sized meeting rooms suitable for all types of events, catering for up to 100 guests.

How long will be meeting space be required for?

The length of your meeting will also inform the decision you make. Do you only need the meeting space for an hour or two for a short interview, or do you need it for an all-day—or even all week—conference? Some venues may only accept a minimum of a day or half day bookings, which would not be economical if you only require the space for a short period. With Landmark, our meeting rooms can be hired for a full day, half day, or by the hour.

Is the venue easy to get to?

You also need to consider how easy it will be for your guests to get to the venue; forcing guests to traipse to the back of beyond is never ideal. To avoid this, find out in advance whether there are good transport links nearby. If you are hosting the meeting in London, make sure that there are closely located tube stations, or an easily accessible train station for other venues. You should also book somewhere with parking facilities if you know there will be guests driving in. All of our meeting rooms are conveniently located near to road, rail or bus links, with our London locations all in close proximity to tube or rail stations.

Are there amenities nearby?

Many meetings are not only about the meeting itself, but the chance to get together as a team and enjoy one another’s company. For a team conference, you will probably want to go out for a meal or drinks afterwards, so you should consider whether the venue is located near to appropriate amenities. Look up the area online and scout out potential places to take your guests, reading reviews to ensure they are of a suitable quality.

If some of your guests have travelled far—or even from abroad—to reach the venue, then you also need to check that there are accommodation options available, especially if the conference spans several days. You may not necessarily need to cover their costs but making sure they have somewhere to stay is essential.

What tech and equipment will be required?

It is vital that you book a venue with appropriate technology and equipment for the needs of your event. For instance, a good internet connection is a must, particularly for conferences, so that presenters and attendees alike can get connected. Whether or not you are charged for internet usage will depend on the venue, so you’ll either need to take this cost into account of your budget or find somewhere with that all-important free Wi-Fi.

If you are planning to have presentations or live video streams, then you should ensure that LCD projectors and up-to-date audio-visual technology are available, as well as microphones and appropriate lighting. With Landmark, all of our meeting rooms come fully equipped with the latest tech.

Will you need catering during the meeting?

If your guests are going to be spending all day at your meeting or conference, it is a good idea to cater for them. You want to ensure they are energised and ready to concentrate throughout. You should provide your guests with basic refreshments like water, tea and coffee, and could consider providing lunch and snacks.

If you need a venue for an interview or a short training session, then you probably don’t need to go the whole hog, but drinks and snacks will nonetheless be appreciated. Whatever type of meeting it is, get in contact with the venue beforehand to see what food and drink they offer, and make sure you take into account your guest’s dietary requirements. We provide tea and coffee and a range of catering options at all our meeting rooms.

Is the venue appropriate for your brand?

The meeting venue not only needs to meet practical requirements but be befitting of your brand image. You need to find somewhere that both embodies the event and mirrors your company’s values, so you’ll need to take into consideration the venue’s aesthetics, atmosphere, location and reputation.

If you had a choice between, say, a slick modern industrial space or a period building bursting with character, which one more suitably fits your brand? Is your brand a modern, innovative startup, making a similarly designed venue more appropriate, or is it higher end and established, meaning a historic and classier venue is more apt? The best way to decide between these factors is to visit various venues before making a final decision. This will better inform you in making the right decision for your brand.

To guarantee the success of your meeting, considering the factors above will help in finding a venue perfectly suited to your business’s needs.

For assistance finding a suitable venue for your meeting or conference, contact Landmark today. We’ll be more than happy to help.

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