Great Association Marketing: Selecting the Best Conference Location

The biggest decision you’ll make for a successful conference is selecting the right location.

If the facilities, accommodations or locale fail to meet attendee expectations it affects everything that takes place during your conference and people remember an unpleasant experience.

But with so many options, from conference centers and hotels to destination city vs. regional proximity, where do you start? To help, we’ve created the following blueprint with some necessary (and some not so obvious) factors to consider in your location selection process.

Before Anything Else, Answer These Questions

Step one is to compile the facts from within your organization based on the following:

Purpose of the conference.

• Dates of the meetings.
• Budget.
• Feedback from past events.
• Number of attendees expected.

Once you have these basic facts, it’s time to apply the results to location selection.

Selecting the City

 To choose the best location consider where most attendees will be coming from and how they will get there, consider the weather, feedback from earlier conference cities, and more. Is there easy access to/from airports? Are there major roads and highways to make travel easy? Convenience and cost are king so plan your geographic location accordingly.

But does the closest member proximity city deliver what your attendees look for in a memorable event? Would they be more excited with a destination city they’ve never explored? You know your membership and what they will expect and appreciate, apply that insight to your choice of location.

 Tips to Finding the Perfect Venue

Every conference property is unique and your research will uncover the best match for your specific needs.

Meeting Facilities. A venue either has the necessary equipment and conference facilities you’ll need or look elsewhere. Look for versatility in floor plans and how they can be adjusted to meet your needs. Ensure that traffic flow and accessibility is best situated for your guests. Make sure there is ample wireless access for presentations, your kiosks and for attendees keeping up with home and the office while they are away.

Accommodations. How attendees sleep at night and what they eat during the day can become more important than the conference itself. Ensure that attendees have comfortable rooms, easy access to the meeting facilities and events, and other small touches such as ample parking, dining choices, etc.

Atmosphere and Amenities. Each venue has its own atmosphere. Do you want a party atmosphere, a business vibe or combination? You are dictating the conference experience so match it to your conference goals. Also, ensure that onsite amenities and offsite excursions are available, accessible and appropriate for your audience.

Cost and Availability. Have venues provide detailed quotes to compare prices and fit your budget. Many properties offer discounted, inclusive meeting packages based on volume complete with meals, breaks and events/receptions. Always ask to see what’s available.

But, if the dates you’ve chosen aren’t available at the venue, the decision has been made for you.

Before any Negotiations, Visit the Property

The only way to know if a location is the best fit for your conference is to see for yourself.

A personal site inspection is mandatory and should include an overnight stay to meet with staff and service providers, check out the city and immediate area to find the right restaurants, attractions and offsite excursions, and to physically walk the halls and meeting rooms to make sure they fit the bill.

Note: It’s standard for a hotel to provide one complimentary overnight for a site inspection visit for volume conferences – do it.

The Right Location can Make the Difference

Your location affects everything that takes place during your conference so do your homework and make an informed choice. The steps above can help you research, find and secure the perfect location for the perfect conference.