There are many things to consider when you are searching for the perfect conference room. It becomes even more crucial to make the right choice when you have a wide range of options available in a country like the United Kingdom. There are many great conference rooms for hire in UK within all the major cities and therefore you need to think carefully before coming to a good decision.
One way to do this is by making a checklist according to your business requirements and the other way is to compare and contrast the amenities available in the different conference rooms available for hire. To help you further narrow down your choices and make a conscious decision, we have listed some important things that your chosen conference room should have:
- Check The Accessibility
The conference room you choose should be in a well-known area and this is especially true if your clients are travelling to attend your event. There are many UK venues that are located near prominent landmarks and choosing one of these might be a good option if you want to leave a good impression. Choosing an inaccessible area will be inconvenient for everyone attending the conference and by the time they manage to reach the said venue, they might be irritable or distracted due to the harrowing journey they had to take. Therefore, always check if the conference room you choose is accessible or not.
- Check If The Venue Has An Accommodation Option
If your clients are coming from overseas or a city some distance away from your chosen venue destination, it would be wise to look for some accommodation options on their behalf. The deal is even sweeter if the conference room that you hire has suitable lodging accommodations. If this is not possible then look for conference rooms that are situated at a convenient distance from a good hotel. Also check if the commuting options near your chosen UK venue.
- Check The Facilities Available
You need to ensure that the venue you choose fulfills all your business requirements. The facilities that you need many include a catering service, microphones, projectors, headphones etc. Make it a point to check all the said facilities that you need are in a proper working order. This way you can prevent any last minute errors or problems that your conference might run into.
- Check The Staffing On the Venue You Hire
You also need to check if there is enough staff in the venue you hire to support the people attending your conference. You can find this by calculating the ratio of the total number of attendees to the venue staff available. This is essential to determine if there would be enough staff, security and concierge support for the success of your event. Also, make sure there is a venue coordinator or an event planner available to help or assist you during the whole planning process.
- Keep Your Budget in Mind
Cost is perhaps the single most important thing you need to keep in mind while selecting a suitable venue for your conference. You need to convey all your budget restrictions to the venue coordinator from day one itself. Negotiation plays an important role in deciding the right price and therefore don’t hesitate to bargain a little.
- Keep the Technical Aspects in Mind
You also need to check if the conference room you select has enough technical facilities to make your event successful. Some basic technology is a must in every conference and these include a high-speed Wi-Fi, mobile charging stations, working microphones and many more. Also make sure that there is tech support available at the venue you choose to fix any technical errors your conference might have.
So these were some important points that you need to keep in mind while selecting the right hotel conference room in UK.