There are a few things that should be included at any good business conference facility. This article provides all the information you need when booking a facility for a conference and works like a check list of things to look out for. There are so many different jobs, projects and tasks involved in organising a successful conference so you should read on to learn about what to look out for in the ideal location.
A visual presenter is an important piece of technology that should be present at any good business facility. These are modern day versions of the overhead projector. Whereas projectors use clear film, a visual presenter uses paper. When using either a projector or a presenter you should make it work best by keeping text to a minimum on each page and use a large font or large handwriting to make it clear, even to those sitting at the back of the room.
Another valuable piece of equipment at any conference is a digital whiteboard. These look like normal whiteboards but anything written or displayed is captured electronically for recall later on. These are very useful during a conference when you want to take ideas from the room there and then, but want a record of them too for future reference. Computers are also important at a business facility. Although often people bring their own for use during presentations, it is still important that there are one or two on hand during the conference to be used either by the presenter or by the other attendees. Computers are also important for powerpoint presentations which are commonly used during speeches and presentations.
Although slideshows are not so commonly provided these days, it may be necessary to use one during a conference. If you think you will need a slide machine and projector during the event you are organising you should ask at the conference facility to see if they have one. If they don’t have one they still may be able to get hold of one. Any slide show, powerpoint presentation or visual display of any other kind needs a good white screen to be displayed upon. When you are looking at possible venues, always ask to see their screen to make sure it is large enough and in good condition.
Good business facilities or conference centres should have good sound equipment too including a microphone. To prevent a speaker or presenter from having to shout, a microphone is absolutely vital. When you are researching venues you should make sure there are technicians available on the day in question. There could be any number of technical glitches from feedback when using the microphone to a powerpoint presentation that won’t display on the screen. Ask especially about having a technician on hand as the conference could easily be ruined at the very last minute due to a simple technical hitch.
These are just the technical aspects that a conference facility should have on offer. There should also be a kitchen where food and drink is prepared and plenty of parking too for anyone attending. You may need some additional facilities too such as business accommodation, evening meals or even a golf club nearby but this depends on the individual requirements.
When you have been asked to scope out a possible conference venue for an upcoming conference, you should prepare a list of questions for each initial enquiry. That way you don’t waste any time following up with any conference facilities that don’t have the right type of room available or don’t have the right equipment on offer. Prepare a checklist which includes the technical requirements and other criteria that need to be met for your conference to ask the staff at any exhibition venues or other facilities you are researching.
Kathryn Dawson writes articles about Keele Conferences and Events, one of the leading conference facilities located in the majestic grounds of Keele University which provides a large range of exhibition venues, business accommodation and conference venue.