What should you look for in a meeting facility?


Quick Answer

Important factors to consider when selecting a meeting facility include suitability, location, availability, size, facilities and cost. Location is a key factor as the location must be accessible for the attendees. Access to airports and other modes of transportation is important.

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Full Answer

Suitability involves selecting a venue that will appeal to the target audience. Venues that are located near attractions such as shopping, theaters and events may have more appeal, depending on the audience. The venue should reflect the corporate image.

Facilities for meetings refers to such necessities as number of rooms, catering, office supplies and technology available. Whiteboards, projectors and even coffee service are important considerations. The number of parking spaces is another category under facilities that is important to check.

The venue size must offer enough seating capacity that attendees are comfortable but not crowded. Hallways must be large enough to allow for easy transition between the main conference room and breakout rooms.

Once a venue is selected, two key factors in signing a contract are availability and price. For meetings lasting more than one day, lodging accommodations either on-site or in the area will be important. Emergencies and situations occur every day in the business world; be sure the venue is flexible if the meeting date changes.

Review all pricing before signing a contract. Check for hidden fees, understand when payment is required and learn about the venue's refund policy.

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