Yes, we know how difficult it is to plan very far ahead for your next conference or event, but planning ahead can help you to have an even better outcome and save money all at the same time.
Sometimes you’re able to find your venue twelve months or so out or maybe even more! That’s fine, but are you basing your selection on previous events? That’s all well and good, but have you considered making some changes to upgrade your event to add current best practices with the use of technology for instance?
Consider the need for enough Wi-Fi as so many attendees are constantly texting and emailing. Or consider the idea of webcasting some or all of your event. To stream live, you need enough dedicated bandwidth.
Do you think that one or more speaker may want to offer something more like a TedX talk or an un-conference set up?
Be sure to have enough space for your show office, storage, breakouts, and plenaries.
Choose a venue that is appropriate for your attendees. If your event is education intensive, you might not want to consider a noisy resort that has a lot of social activities as well as noise to distract
Inspect the site either in person or virtually. Brochures don’t tell the whole story.
Send an RFP to the appropriate venues that has been created for your event rather than using just a template that may bear no relationship whatsoever to what you need.
Lastly, discuss with your planning partners (production folks, transportation, etc.) to get their input as this could save you money and headaches in the end.