It’s never wise to book a conference room on the basis of appearance alone. It’s best to ask a few simple questions to avoid any potential problems later.
Check the Broadband Speed
Check the dedicated broadband speed offered by your chosen venue and find out if it is shared with other conference attendees or events taking place at around the same time. Business users need to be able to hold video conferencing calls, share files and deliver presentations live – and all of these requirements need to be met simultaneously. Use the minimum recommended broadband speeds for business use as a rough guide to ensure that the chosen venue can meet your needs.
Ask About Screen and Projector Size
Check the size of the screens and the lumen count of the projectors supplied. For thirty people or so, a very bright, large display is required and something under 3,000 lumens will not provide an adequate image in a light environment.
Confirm What AV Is Included There is more on Conference Venues Chester at https://rowtonhallhotel.co.uk/conference-venues-chester.
What extra equipment will I have to pay for (e.g. microphone, clicker, sound system)? Make sure this is detailed out for you in writing.
Check for On-Site Technical Support
Do they have any on-site support? It’s common for Conference venues to hold back-to-back events, so you want to ensure that the people who are going to be able to help you in the event of anything going wrong are on site.
Look at Rowton Hall Hotel
Getting these questions answered before you arrive for your conference will save you a lot of stress on the day.
Questions to ask about a meeting room before booking
Technical checks work best alongside a few practical ones about the event itself. Start with its purpose. A team meeting needs a functional room, whereas a conference with clients calls for somewhere that looks good as well.
Think about how people will arrive. A remote countryside venue is a poor choice if most delegates travel by train, in which case look near a main station. If most will drive, ample parking, ideally free, is more important. Getting into the room should be easy so people make the most of the day.
If food is part of the plan, ask whether the venue has on-site catering and can meet dietary requirements. Judge the service from your own experience, beginning with the first enquiry call: if you were not happy then, delegates probably will not be either.
Finally, look at photographs online or visit in person to see how the place feels. A comfortable, attractive room puts delegates at ease.
Choosing a venue: access, parking and timing
Technology is only part of the picture. The practical side of the location affects whether people turn up at all. Think about how guests will get there by car, bus, train or plane, and how easy the journey is from public transport. If it is difficult to reach, people will stay away.
Parking is the next question. Delegates need to be able to leave their cars within a reasonable distance. If anyone is staying overnight, check that there are hotels, restaurants and other amenities close by.
Availability needs a second look once the room itself is confirmed. If another event is taking place on the same dates, the area may be in peak season, with hotels and restaurants fully booked and traffic and parking under pressure. Finally, consider whether the venue suits the brand and goals of the event. Demand for unusual and distinctive spaces has grown, and the right one can give a conference a different feel.
Location, access and suitability
Good AV and Wi-Fi only help if people can get to the venue in the first place. Check how easy it is to reach by car, train and bus, and, for larger events, how far it is from an airport. If getting there is a struggle, attendance will suffer. Make sure there is enough parking close by, and for longer events check that hotels and places to eat are within walking distance.
Find out what else is happening in the area on your dates. A large event nearby, or the peak tourist season, can fill hotels and restaurants and add to traffic and parking problems. Finally, think about whether the venue suits your event. It should have the right mix of rooms for the main sessions and breakouts, good accessibility for anyone with a disability, and an atmosphere that reflects the tone you want to set. An unusual venue can make an event memorable, provided it meets the practical requirements.
Summary
This checklist sets out the technical questions to ask before booking a conference venue. It covers checking dedicated broadband speed, screen and projector size and brightness, which AV equipment is included or charged extra, and whether on-site technical support is available, with Rowton Hall Hotel given as an example venue that meets these needs.
Questions this article raises
- What broadband speed does a conference of thirty people realistically need?
- How bright should a projector be for a well-lit meeting room?
- Which AV extras are most often charged on top of the room hire?
