Top 5 Features a Great Conference or Meeting Venue Must Have

If you want your event to be a success you simply have to get the meeting venue right. Your attendees will not put up with a poor location, difficult transport or parking and sub-standard technology, regardless of how awesome the event is. Similarly, it will be hard for you to tolerate an amazing event space if the venue staff is non-responsive and lacking in amenities provided. The decisions do not end there. You need to take into account who your specific attendees are, from how far away they might be travelling and how many you are expecting. If you choose a venue that’s too big then your meeting can come across as under-performing, even if turnout is better than expected. Go too small and your attendees will feel uncomfortable and squished. When choosing the venue for your next meeting or conference there is always more to consider than just the budget.

So how do you go about choosing the right venue for your corporate conference or meeting? Below is an excerpt from our eBook, “30 Features an Event Space Should Have in New York City.”

Do not be afraid to ask the following about any potential meeting venue:

1. Location/Accessibility Is the venue in a neighborhood where people will feel comfortable, both safety and atmosphere-wise? Is the venue easily accessible to those attending? Does the location offer the necessary road/rail/air links? Are there places around the venue where guests can take some time to relax or sightsee after the meeting – e.g. restaurants, parks, galleries, landmarks, and other attractions?

2. Technology Does the venue offer wired/wireless, dedicated Wi-Fi sufficient for your meeting needs? Does the venue have in-house A/V equipment including microphones, projectors, speakers, extra computers, and sufficient electrical outlets? Is the venue set-up to live-stream events? Does the venue have a dedicated A/V technician who is familiar with the space and the equipment? Ensuring your event has adequate technology and experienced technicians is extremely important to avoid unwanted disruptions in the flow of your event such as Wi-Fi outages, microphones not working, and issues with projection. Finding out what is included will also determine additional costs for having the correct event tech.

3. Venue Staff Do you have a good feeling when speaking to the staff? Can they answer your questions well and understand or anticipate your needs? Is the staff helpful and knowledgeable even before you’ve booked your event with them? Is the staff willing to make reasonable accommodations? It is crucial to not overlook this as one of the most important elements in choosing a venue, as these are the people you will be working with before, during and after your event.

4. Turn-key Solutions Often just planning speakers and an agenda for your meeting or conference can be overwhelming. Check to make sure that the venue offers amenities and turn-key solutions based on your needs. These may include food and beverage service, staffing, providing rentals or furniture onsite, kitchen space, a/v tech and lighting, etc. Note that some venues will be more inclusive than others. It’s always good to ask the venue to send a comprehensive list of what’s included with the venue rental as there may be more than shows on the estimate.

5. Branding Opportunities Is there street-level signage? How much of the venue can you brand, both inside and out? Can you create an immersive brand experience inside the venue? Does the venue allow you to hang items and post on walls, floor, etc.? How easy is it? Is there a ceiling grid for you to use?

If you have never used the meeting venue that you are considering before, you should take a look at their past client list or ask for a list of their clients, in your specific industry. Always visit the venue personally, if you can, to get an accurate impression of the layout and, very importantly, the attitude of the staff.

The meeting venue you select should help you get the most out of your meeting by adding to the experience of those attending. So take the time to choose carefully. Are you ready to learn more about additional features an event space in New York City should have?

5 tips to improve your Meetings, while staying on budget

When planning a meeting or conference, staying on budget often feels like it's out of your hands (but always top of mind). Great meetings start with a clear vision of how your event will look and feel and a strong sense of your ultimate goals. While it's difficult to realize your original vision and stay within your budget, there are a few things you can do to save costs and stay on budget. The best part is, these ideas will actually enhance your event and your guests’ experiences. As the saying goes, ‘Necessity is the mother of invention.” The following are a few of these ideas to keep you within your budget while enhancing the quality of the event you’re planning. Often, the best ideas involve thinking outside of what is typical for meetings or conferences, and looking at what will provide the best environment for effective networking and guest experience.

Location, location, location…location. Venues that are close to public transportation will eliminate the cost of shuttles or car services. Accessibility may also increase attendance and ensure that the budget you commit to each guest is money well spent. Additionally, well-located venues will have a number of attractions to entertain guests before or at the end of the event. After an all-day meeting, it may be a welcome change for attendees to dine at nearby restaurants or network over cocktails. It’s also a great value-add for guests to receive suggestions on local attractions, bars, and restaurants as they look to relax after a full day.

Simple Decor can boost your meetings ambiance

Simple décor = better ROI. Venue décor often takes a backseat to meeting essentials like planning the agenda, confirming RSVPs, and finding speakers, but don’t let it. On the day of the event, décor can set the mood and really bring your event together. If you don’t have much (or any) budget for décor, consider small touches like accents on tables or surfaces. Things like candles, table tents about your the agenda or business, or even simple flowers in small vases can add a lot while costing very little. Ordering colored linens or table cloths to match your brand can also add a little flair, while requiring almost no time to plan.

Consider alternative catering set-ups. Catering can be a huge expense at meetings. While plated meals are elegant, they also carry a high price tag. Consider a small plates menu instead which will not only cut costs but will also increase your guest’s ability to network and have more chance encounters as they select their food and find a place to enjoy it. The elegant ways caterers have found to present food in this style will surprise you. Lastly, consider having a bar with wine and beer service, depending on your attendees preferences. Guests may not miss the full bar in a meeting setting.

Small Plates Catering Display at HELEN MILLS Event Space and Theater

Inspire early and often. Event venues often are busy in the afternoons and evenings but sometimes less so in the mornings. For shorter meetings or presentations, consider holding your event earlier in the day. People are fresh in the morning and ready for some inspiration. Guests may also find it easier to attend an event in the morning that allows them to get back to work later in the day.

Invite sponsors. As often as possible, try to incorporate sponsors into your event. Sponsors will not only help with event costs, but including them may also help strengthen your relationships with current partners and can add even more energy to your event.

Have additional tried and tested tips? Let us know in the comments section!

The Technology Survival Guide to Meetings and Conferences

When selecting a venue for your next meeting or conference, the first factors that likely come to mind are things like the venue’s location, layout, or catering options. These are all essential, but with most meetings and conferences featuring a number of speakers and attendees carrying multiple devices, the venue's tech infrastructure and expertise should rank high in your list of considerations. The following are a few guidelines when considering event tech:

Technology Can Make or Break Conferences and Meetings Learning about a venue's technical capabilities is among the first conversations you should have prior to selecting your event location. Not only will the venue’s answers give you peace of mind, but they will also help you understand what you can plan for on the day of your event and what costs may be associated. While it's tempting to save on tech costs, this is one area that is well worth the investment. While guests often won’t notice flawless tech, failing microphones or projection will turn heads. Even the best run events can have issues. During a presentation former Apple CEO, Steve Jobs, had to ask the audience to stop accessing the Internet on their mobile phones, so that he could deliver the presentation.

Essential questions when visiting meeting venues The following is a list of must-ask questions for venues:

• Does the venue have dedicated Wi-Fi? How many users can it handle simultaneously for normal use (e.g. email checking, social media, etc.)? How many if users are streaming video? What is the cost for internet? Is it possible to upgrade the speed at the last-minute if necessary?

• What is the upload and download speed of the connection? Tip: You can find out while visiting the venue with SpeedTest.net.

• Are there adequate outlets available for guests to charge their device/s? Ask the venue if they have an electrical plan.

• Is there a clear cell phone signal in the meeting place? If not, make sure there is Wi-Fi available.

• Does the venue have microphones and sufficient lighting for your event? Do they have extra microphones if needed?

Don't overlook sound and lighting The quality of the venue's sound and lighting can transform the ambiance and effectiveness of your meeting or conference. Venues that are prepared to host your conference or event will have ready-made sound and lighting packages or a la carte pricing. If they don't, it's a red flag that they may not have experience with the lighting your event requires. Always make sure to keep your eyes open for the placement of speakers (are they around the room or located in just one area) and where lights and projectors are placed (are they fixed or is there a ceiling grid where you can adjust their location). Venues should also know their limits in terms of sound and lighting and should have recommendations for when you may need to bring in outside vendors.

Assessing your needs based on event specifics The venue should be able to assess your specific conference or meeting technology needs based on a few key pieces of  information. Often it’s best to provide as much detail as possible to ensure the venue’s estimate will match the final costs:

• Number of attendees - How many attendees will be at the event throughout the day? Will they be using Wi-Fi and if so, what kind of browsing will they be doing?

• Number of Presenters - How many speakers, panelists, and Q&A sessions will you have? Will any of these happen simultaneously?

• Event Agenda - Does your meeting or conference have sessions that include speakers or presentations? Is there a reception or time for guests to mingle? If the event is multi-stage, are you looking to have the ambiance change throughout the event?

• Lighting and Branding – How would you like to light and/or brand the space? Are you looking to have anything beyond the house lighting (e.g. up lights, gobos, wall washes, projections on walls, etc.)?

Assessing the venue's tech-savviness When speaking to the venue staff on site visits, keep note of whether they are able to answer your questions about technology, either on the spot or as a follow-up. If they aren't, you may be speaking with someone who can not adequately predict your needs or the associated costs. Keep in mind that the best venues prepare based on their past experience hosting events just like yours. As a result they should be aware of basic capabilities and within easy reach of more tech-heavy answers from their technicians. The venue should also have ready-made resources about what tech equipment  and capabilities they offer. This information may prove to be essential when passing on information to your team.

6 Things to Consider When Planning your Meeting Budget

Every event you plan creates an opportunity to show your brand in its best light, connect with clients, and/or celebrate your team. The last thing you want is to have your budget get in the way of hitting your goals. Your first step in planning a great meeting or conference should be to understand the costs you may encounter. From the venue rental fee to deciding between wired and wireless microphones for your speakers, it's important to understand how different venues and vendors structure their rates. Here are six of the most important items to focus on when planning your meeting or conference event budget.

1. Rental Start and End Times Make sure to be aware of the venue’s official start and end times for the event (often called ‘load-out’ or ‘load-in’). The start time is important because you and your vendors need time to set up, which will include everything from installing signage to testing presentations to setting up décor in the space. If you are bringing a number of items for your event, you may want to ask the venue if there are any fees for having items shipped to the venue or having them stored there the day before. Often, additional fees may be worth it if it means a less stressful set up period for your staff and more time to prepare to ensure your event goes flawlessly. Most venues will suggest a certain amount of time for your setup, this may be a good guide for your event. Your venue may also have a fee for guests staying past the end time. Know what costs you face just in case the event runs late.

2. Setup and Breakdown Needs Depending on your agenda and venue setup, you may want to plan for a shorter or longer setup and breakdown. Make sure you have enough staff on-hand to handle the task as well. Going over your setup or breakdown times will affect the start time of your event and may incur additional overtime costs if your end time is later as a result. The venue will have experience in what has worked for clients in the past and will have recommended or required setup and breakdown times to guide you. You may want to consider how to reduce setup times at the venue if it means additional rental or staff costs (and less stress!). For example, consider putting together event materials like gift bags or packets at your office instead of at the venue.

3. Packages vs. à la Carte Comprehensive packages have the potential to provide substantial value and savings over à la Carte options. Don’t let a big price tag scare you off; adding up the total costs for gathering everything separately will likely show that the package makes things less expensive and less time consuming for you.

Make sure to ask the venue salesperson what the package includes and make sure it's everything you need and nothing you don’t. Note that some venues may not show everything they provide, estimates may include more than you realize. Work with the venue and suppliers to come up with a plan that suits your meeting or conference while providing some flexibility to customize as you see fit.

4. Rentals You have a number of options for renting items like furniture, a/v equipment, and catering-related items. If you're coordinating rentals on your own, make sure to factor in rental costs as well as delivery and setup fees. Find out about whether these items can in be included in your venue rental or service package and if you have basic and premium options. Often venues may own some or all of these items which may enable them to provide more competitive rates. If you're looking for items the venue can't provide, ask them for a recommended vendor. Typically venues will be able to recommend vendors who provide excellent service and who fit specific budgets. Lastly, if the venue provides rentals, consider using their furniture and then adding accents like flowers, linens, ties, candles, etc., to increase the wow factor of the room setup.

5. Rental Drop-off and Pick-up Having items such as furniture or event materials or decorations stored at the venue before or after the event may incur storage fees, depending on the venue and availability. Consider rental companies that are able to drop-off and pick-up items the day of your event and can work within smaller delivery windows.

6. Tech and A/V Amenities If your meeting or conference requires significant A/V needs like live streaming, extra-fast internet, or numerous microphones, remember to include tech costs in your meeting budget. Ask the venue about what they have available and if there will be a technician present during the event. Technicians can be costly but it’s worth having a dedicated tech on hand to quickly resolve issues which otherwise could cause significant disruptions. The success of speeches and projections or displays will make a big impact on how guests remember not just the event but also your content and brand.

Having Trouble Choosing a Venue for your Next Meeting? Take These Steps.

As someone organizing a meeting or conference in NYC, your plate is likely already full. Of all the intricate details you need to be aware of as you plan your company’s (or client’s) next event, there are few considerations as important to achieving your goals as deciding on your venue.

The following steps will help ensure the event venue you select will be able to provide you with all you want (and need) on the day of your event:

Step 1: Schedule a Site Visit While pictures speak a thousand words and brochures of event venues list details, nothing can substitute for personally experiencing the space firsthand. Meeting and talking with the person who will be helping you plan and execute your event is essential as you’ll get a taste for their depth of knowledge about their venue and offerings. Take your time walking through the space and pay attention to small details that might have an impact on how you host your event in the space.

Ask yourself or the venue contact the following questions:

• Is the venue aesthetically pleasing? Is it welcoming?

• Will the space accommodate the different types of groups or team sessions you are planning?

• Is there a stage or a place for a platform for speaker(s) or a panel?

• Can the furniture be moved or re-configured?

• Is there sufficient and varied lighting?

• Is the available furniture well maintained?

• Are there signage opportunities?

• Where are the restrooms? Are they sufficiently large for your guest count?

• Is it easy to load things in and out of the venue and for guests to enter and exit?

• Will the trip to the venue will be convenient for the event attendees?

Step 2: Inquire about Technology at the Venue Whether it’s a meeting, cocktail reception, seminar, or product launch you are planning, make sure the event venue has all the technology you’ll need or if you’ll need to supply your own. Simply asking the Venue salesperson is not always enough, you may also want to ask for a list of tech equipment the venue has on hand. Do they have enough backup microphones? Do they have an electrical outlet floor plan?  If there are any questions the venue salesperson can’t answer, don’t hesitate to have them discuss with their technician to get you the information you need.

Step 3: Discuss Catering Options Catering can vary widely depending on the type of event you’re planning, your attendees, and the length of the event.  After discussing the menu you have in mind, ask the venue staff what they’d recommend based on your event details. Venue staff will have experience with what food presentation and menus have worked best in the past. In fact, most of the packages venues offer will reflect the tried and true needs and desires of clients just like you. If needed, ask whether it’s possible to have menus based on specific needs (e.g. vegetarian, kosher, vegan, etc.). Often flexibility in what a venue can offer signals that their food is made to order, and therefore fresh.