There are some tips you should keep in mind while choosing a room to hold your conference or business meet.
IS THE VENUE EASILY APPROACHABLE?
Of paramount importance is the location of the venue; is there proper transportation and is it readily available? Can invitees reach the place easily by air, road or rail? At the venue, is there enough parking space and are there effective concierge or valet services for those who have chosen to drive to the venue.
COSTS
Try to negotiate with the concerned people in order to bring down the costs and keep within the budget. It is best to convey your concerns about the payment with the organizers before the event occurs.
FACILITIES
Try to get a venue that is replete with all facilities- projectors, audio-visual equipment, extra microphones, a suitable stage etc. Check out whether the seating arrangements are proper while paying specific attention to the minute, though easily missed details.
FOOD AND REFRESHMENTS
Most hotels provide snacks and beverages – it usually is a part of the package, but be sure to ask if it is allowed to bring in outside catering too, just in case you want to have your own arrangements.