The right conference or convention venue can be a major asset to your event. Finding a venue with the appropriate location and accommodations for your needs is an excellent foundation for a successful conference, convention, or meeting. When exploring potential conference venue rental options in Houston, it’s important to keep a few valuable tips in mind to avoid making a mistake that could affect the comfort, convenience, and ultimate success of your conference.
Choosing an Inconvenient Location
Regardless of whether convention attendees will be traveling from nearby or out of town, it’s essential to choose a convention venue that is accessible and convenient. Picking a conference venue that is difficult, inconvenient, or costly to access can reduce the number of registrations you receive and diminish the experience for those who do attend if they cannot easily find or access your venue. In addition to looking at the area immediately around your venue, it’s also important to consider whether there will be road construction or other major events occurring at the time of your conference that might affect accessibility.
Ignoring Nearby Hotels
If your conference will proceed for multiple days, it’s vital to ensure that there are enough nearby hotels to accommodate your attendees. Furthermore, you should also examine the reputation and expected cost of the available hotels to ensure your attendees will be satisfied with their options. If possible, consider negotiating a conference rate or room block for your event to ensure the necessary accommodations will be available.
Not Visiting Your Convention Venue
Failing to visit your convention venue before you arrive to set up for your conference can be a serious mistake. While online layouts and images are helpful, they cannot truly give you an accurate idea of the space available, which is vital when planning the placement of registration areas, display booths, and snack or socialization areas. An in-person inspection ahead of time can also alert you to any changes or special accommodations you may want to request as part of your conference venue rental agreement.