Tips for Choosing a Meeting Venue

If you are planning a meeting, you have a long list of tasks to complete before the meeting begins. One of your most important tasks may be searching for an event venue. You could search “meeting venue rental Livingston CA,” so consider the following tips for choosing a venue.

Meeting Goals

Your first task should be setting your meeting goals. For example, how many people will be attending the meeting? Determine what type of services you will need. For example, will it be a dinner meeting or a multi-day meeting that will require several meals, and will you need one room or multiple rooms? In addition, you should identify your meeting budget.

Choose Your Location

Initially, you should choose the geographical location for the meeting. For example, will it be held in California, Texas or New York? Do you want it in a large city or suburb? Also, identify any amenities your participants may want, such as a close beach, hotels, parking and restaurants.

Venue Research

Then, review the venues that are available. Learn whether they routinely handle meetings or events like yours. What amenities do they offer? Ask whether technology and technical support are available with the space or if you need to bring or rent your own. You should also ask about food and beverage services. Will the atmosphere meet your needs?

You will need a large enough space to accommodate all your participants, so ask the venues about their capacities. You may also need smaller rooms for group activities or classes. Also, learn about their outdoor spaces, where the participants can take a break and get some fresh air.

Responsiveness

When you speak with the venue, pay attention to how you are treated and whether you are rushed off the phone and how quickly your calls are returned. Were you able to get answers to all your questions? Ask about pricing and policies. Consider a site visit.

If you are planning a meeting, consider working with an established venue that regularly holds similar meetings.