1. What is the Venue’s Security Policy?
First and foremost, consider your personal and company values. What type of event are you hosting? Is it a large convention with 10,000 attendees or a smaller event with 500 participants? If you represent a government, public, or private organisation, you may also need to take into account the extra security requirements established by your organisation. Consider the following aspects when you are researching the security policy of a venue:
- Minimum security requirements
- Medical requirements
- Fire Safety requirements
- Licensing requirements
- Acoustic Performance requirements
2. How Complete is the Venue’s Technical Capability?
When selecting a venue for your event, thoroughly review its technical capabilities to ensure it meets all necessary requirements. Start by confirming the availability and strength of Wi-Fi, as reliable internet access is crucial for most events. Some even require a direct internet line to handle video streaming etc. Evaluate the venue’s audio-visual (A/V) capabilities, including sound systems, projectors, and screens, which are essential for presentations and multimedia displays. Additionally, check for other technical necessities, such as lighting, charging stations, and any specific equipment your event may require. Ensuring the venue is fully equipped with these technical elements will contribute significantly to the success of your event.
3. Where is the Venue’s Location & is it Accessible via Public Transit?
Consider the location of the venue and its accessibility. One of the first questions you should ask your conference venue is whether it is accessible by public transportation. This is important for two reasons. First, it will make it easier for your attendees to get to the event. Second, it will help you reduce your carbon footprint. It’s important to think about how your attendees will travel to your conference. If they’re coming from the airport, see if the venue offers a shuttle service. If most of them will be driving, does the venue provide ample parking? Also, consider the accessibility for attendees who are physically challenged or elderly.
4. What is the Venue’s Capacity?
As you begin planning your event, it’s important to find a venue that can accommodate all of your attendees. Otherwise, you run the risk of overcrowding. Ask the venue about the maximum capacity of the conference centre space. If your conference requires several different breakout rooms, will the venue be able to provide rooms with the different capacities based on your conference program? If you are hosting a large event, can they provide the same level of service that you would expect at your smaller event? If your conference incorporates outdoor activities as well as indoor meetings, will the venue have enough space for your guests?
5. How supportive is the Venue’s Events Management Team?
You also need to consider the venue’s events management team. Evaluate whether their service department is committed to working with you to host your event successfully. Determine if their events management team is willing to provide the necessary support to ensure everything runs smoothly. The team’s cooperation and dedication are crucial for addressing any issues that may arise and for ensuring that all aspects of the event are executed effectively.
6. What Services are Offered by the Venue?
When selecting a venue, be sure to consider its services. Determine if the venue offers an events management team that can assist with the planning and execution of your event. Check if the venue provides catering services to ensure high-quality food and beverages for your attendees. Some venues will allow you to bring in your own caterers or even offer their kitchen for self-catering. In this case, you aren’t restricted by the menu offerings of the venue and can serve dishes according to your theme and guests’ preferences. Additionally, inquire about the availability of AV services. Will the venue offer onsite AV technicians on the day of your event for sound systems, projectors, and technical support, which are essential for presentations and multimedia displays. At last, confirm whether the venue provides security services to maintain a safe environment. Comprehensive staffing services can greatly enhance the efficiency and success of your event.
7. What is the Cancellation Policy?
Lastly, examine the venue’s cancellation policy. Are they flexible or strict? Carefully review the fine print to ensure you fully understand the terms and conditions. Knowing the cancellation policy in detail will help you avoid unexpected costs and complications. Being aware of these terms allows you to make informed decisions and ensures that you are prepared for any potential changes, postponement or cancellations.
Conclusion
The venue you choose for your event matters. As you search for the ideal venue, consider these questions carefully, especially for conferences, which can influence your business relationships with attendees. By addressing all the important factors, you’ll ensure that your event runs smoothly and successfully. Unidus Community and Conference Centre is a modern and flexible, multi-purpose function venue in Southside Brisbane. We host various events of all sizes and run community activities throughout the year. If you’re looking for an affordable conference venue for hire in Brisbane, get in touch with us today!
