So you have been given the task to organise your company’s meeting? It may be a small conference or a large scale meeting. You are short on time and are not sure where to start looking for a suitable function venue? Thankfully there is a professional venue finder that can assist you with sourcing, comparing and booking the most suitable meeting venues.
Before commencing the venue search a solid event brief should be formed to ensure the ideal venue is located. Items that a venue finder should take into consideration include:
- Purpose – Think about the event objectives and outcomes you want to achieve.
- Date – If possible be flexible and put together a series of dates to send off with your initial enquiry. Be sure to check that your dates don’t coincide with a major event or a public holiday.
- Location – What are your search parameters? Do you need the venue to be close to your office or nearby to the airport for convenience? Would a CBD or interstate location better suit your guests?
- Number of people – How many guests will be attending your event? Think about the absolute minimum and maximum numbers of guests you expect. Check that your potential conference venues can cater for all scenarios
- Time – To receive an accurate indication of room availability and hire prices, it is best to provide the venues with the estimated time you require the room.
- Catering – Decide on what meals and beverages you wish to provide your guests. If it is a conference, will you be supplying all day catering including morning tea, lunch and afternoon tea or lunch only?
- Accommodation – Do your guests require accommodation? How many rooms in total will you need? What standards will the guests expect?
- Audio Visual- Be sure to ask for an itemised quote before making a booking detailing every piece of equipment you need. This will avoid a nasty surprise come billing time.
- Budget – Setting a budget gives you and your potential conference venues a great starting point. A price guide is a great idea, for example $60 – $80 per head.
Do you really have time to deal with all of this? Let a venue finder do what they do best and:
- Form an event brief to send to potential meeting venues.
- Contact suitable venues to check availability and request quotes.
- Formulate a venue analysis which compares your options at a glance.
- Negotiate the best available rates to save you money.
- Arrange for the chosen venue to contact you directly once you are ready to book.
Planning for an event requires careful preparation from beginning to end. One of the key steps to consider is finding the perfect venue, a decision that can influence the overall success of the function. Don’t risk getting it wrong and use a professional venue finding service who has established relationships with meeting venues across Australia including in Melbourne, Sydney, Brisbane, Perth, Adelaide and Darwin.
Finding meeting venues is easy with the help of a professional venue finding company. Why try doing it on your own when you can have somebody else do it for you for free?
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