How to get a best place for the conference


Focusing on a meeting’s objective and attendees is the only way to truly get the best venue. If you need help, a Teamings Productivity Officer can make this process quick and painless. Contact Teamings today or call 1-888-278-9040 for more info.


How to find the best conference venue for your event?

The most important thing to remember is that the initial planning steps and brainstorming sessions will help your conference venue search profoundly. It will make sure your venue is aligned with your values and aligned with your attendees, offering them the best experience possible.

Where are the best places to host a conference in 2019?

With easy access to the airport, a variety of hotel options, warm weather, and a walkable downtown, Austin has something for everyone. San Diego is one of the most popular conference locations in the country, and one of the main factors is its great weather.

How to organize a successful conference?

The venue is perhaps the most important decision you will have to make when organizing a conference. It’s the glue that keeps everything together. You want to make sure the venue is perfect. The initial planning stages will determine what type of venue you are looking for. Having an idea of the type of venue you want is important.

What should I consider when choosing where to host my Conference?

There are a lot of things to consider when choosing where to host your next conference. No one location is right for every event. Consider your attendees. Are they focused more on convenience, price, culture, or climate?


How do you choose the best city for a conference?

What factors are important when choosing conference destinations?Venue location. You may be hosting your event in a large city, just like Sydney, so you want to make sure your venue location is easy to get to and in a convenient space. … Catering options. … Audio/Visual. … Service. … Facilities. … Interior/Exterior.

How can I get the most of attending a conference?

6 Tips to Get the Most Out of a ConferenceThink About Your Goals. Consider your priorities for a conference. … Choose the Right Conferences. There are several different types of conferences and they each have their own strengths. … Plan Your Time. … Networking. … Don’t Neglect Twitter. … Take Notes. … Follow Up.

How would you choose the location for an event?

How to choose the best venue for your eventMake a guest list.Choose a convenient location for your guests.Consider the type of event and its style.Stick with your budget and ask about extra costs.Tour venues and read client reviews.Get inspiration from other events.

How do you get people excited about a conference?

7 Best practices to get your people excited about meetingsAvoid unnecessary meetings. … Share ownership of the meeting. … Provide incentives for attending (and paying attention) during a meeting. … Consider creative meeting venues. … Vary presentation formats. … Use breakout sessions to troubleshoot and to collect feedback.More items…•

How do you network a conference without being awkward?

Conference Tips: How to NetworkChat about the talks. … Write down additional information straight away. … Have a lot of conversations. … Join the event Facebook group. … Say ‘yes’ to off-site lunches with cool people. … Don’t be creepy. … Wait until speakers have a moment to recuperate before approaching them.More items…•

What makes a great venue?

The most important aspect of choosing a venue is the cost-efficiency. Make sure the venue offers price flexibility such as pricing tiers or packages. You can also check whether a venue offers an all-inclusive hire rate or if they offer more price-friendly, digestible options.

What factors influence the location of an event?

6 Things to Consider When Choosing an Event LocationSize. The number one factor is the size of the location and the number of people you expect to have at your event. … Catering. … Budget. … Venue Location. … Atmosphere. … Special Needs.

What factors affect the choice of venue?

What to Consider When Searching for a VenueLocation. You’ve probably already considered this. … Parking. Does the venue have a parking lot or valet parking? … Capacity and Minimums. What’s the capacity? … Contract Flexibility and Force Majeure. … Services and Amenities. … Layout. … Insurance. … Ambiance and Accessibility.More items…•

How do you get people to participate in events?

9 Ways to Promote Your Event & Get People to ComeList your event on event discovery sites. … Network at similar events. … Create content marketing that provides valuable information. … Use professional/good images. … Use social media to tell stories. … Start a YouTube channel. … Do a ticket giveaway via social media.More items…

How can you encourage people to participate in events?

Here are eight ways you can drive more audience interest, enthusiasm, and participation at your events.Invite advance contributions. … Request creative input. … Crunch the numbers. … Surprise and engage. … Add guest appearances. … Promote running commentary. … Better leverage speakers. … Create unique takeaways.

How do you create content excitement?

Here are six steps to creating that kind of important excitement.Create Social Media Events – and Post on Them! … Launch a Contest. … Ask for Input. … Start Sending Images of What Awaits at the Event. … Launch a New Awareness Campaign a Week Before. … Advertise Deals, Technology, and Sponsors.

How do you mingle at a conference?

Be fearless, and let the other person do most of the talking: Approach, shake hands, introduce yourself, ask a “simple-start” question (see #11 below), stop talking, and listen. People love to talk about themselves, so let them.

What should you do during the conference when you are a participant?

What to do during a meetingStart meeting on time. Start the meeting promptly on schedule and do not wait for others to arrive. … Ensure quorum. … Review agenda. … Keep discussion focused. … Encourage participation. … Help group come to decisions. … Summarize decisions. … Agree on action plan.More items…

What are the benefits of attending a conference?

The 5 benefits of attending conferencesMeet the best influencers. … Gain irreplaceable knowledge and apply it to your business. … Know what your competitors are doing and how to set your company apart. … Take networking opportunities to gain new customers.

What to consider when organizing a conference?

Another aspect to consider when organizing a conference is food and drink. There’s nothing worse than a hungry guest. Not having enough food or drink will make your guests agitated and unhappy. Having excessive food can break your budget. Conference venues often have food packages included or as an extra option. Negotiating with the venue and understanding exactly what you are going to get for your money is vital. The type of food you provide should completely depend on your guests. The type of venue, target audience and underlying theme of your event should determine what food you provide.

What is entertainment in a conference?

Entertainment is an umbrella term which covers so many different aspects of your conference event. All entertainment must be considered in relation to the budget. For instance, many conferences with awards ceremonies will hire a comedian to introduce the winners. Or, a conference with a more open-minded demographic might have musicians or performers during networking breaks. It is important to note, evening entertainment is expected by the vast majority of attendees.

What is agenda in a conference?

An agenda provides a guideline to your event for your own planning purposes and for your attendees. Your agenda should always link back to the reason ‘why’ you have organized the conference. If you know the problem you are trying to solve, and you know the conversations that people are having, you are already halfway there. With that information, you can plan the individual session themes, breakout rooms and beyond. Knowing why will allow you to pick the best people to speak that will truly engage your audience.

Which cities dominate the top 20?

Southern and Western cities dominate the top 20. According to Census divisions, only three of our top 20 cities – New York , New York; Columbus, Ohio and Chicago, Illinois, ranking seventh, 10 th and 17 th, respectively – are located in the Northeast or Midwest. 1.

How to manage your investments?

Tips for Better Managing Your Investments 1 Invest in your finances as you invest in your career. As you attend more conferences to build trade skills and develop professional networks, be sure to keep track of how your financial life is growing too. Finding the right financial advisor that fits your needs doesn’t have to be hard. SmartAsset’s free tool matches you with financial advisors in your area in 5 minutes. If you’re ready to be matched with local advisors that will help you achieve your financial goals, get started now. 2 Be realistic with your paycheck. Knowing your take home pay is important. See what your deposit will look like after all taxes with SmartAsset’s free paycheck calculator.

Is San Antonio a good place to travel?

San Antonio, Texas is second in our top 10, and is also one of the most affordable travel destinations in the country. Even if you can’t squeeze in a trip to the Alamo, San Antonio has plenty going for it when it comes to conferences. It has 349 total hotels, a top-three rate. That includes 87 medium-sized hotels and three large hotels. The average restaurant meal costs $50, and the average hotel room costs $138.

What is the point of a conference?

The point of a conference isn’t just to meet people—it’s to network with people. If you go to a conference with a networking goal in mind, you need to make sure that you stay in touch with people after the conference. Your level of follow up depends on the kind of relationship you want to have with someone.

What are the benefits of attending a conference?

Benefits of attending conferences. There are a lot of potential benefits of attending conferences that go beyond the simple “network and learn from speakers.”. Of course those are important, but there are other benefits that people don’t always consider. For example: Social media content from the conference.

What is one great connection?

One great connection can lead to new job opportunities, partnerships, and content creation. One new idea, if it’s the right one, can change the way you approach all of your work. One great connection can lead to new job opportunities, partnerships, and content creation. Conferences and networking matter. Tweet this!

1. Is the space available on your selected dates?

If so, can the venue provide you with rooms, AV equipment, and everything else you need on those dates?

2. Is the venue accessible from the airport, highways, or public transit?

Think about how your attendees will travel to the conference. If most of them are coming from the airport, ask if the venue offers a shuttle service. You should also find out if ample parking is available.

3. Does the venue offer accommodations?

If many of your attendees are from out of town, you may want to hold your conference at a hotel or a venue that is walking distance to several hotels and restaurants.

4. What kind of atmosphere does the venue offer?

While you can save money with an outdated venue, your attendees may complain about conference’s “feel”.

5. Is the venue large enough for your event?

Attendees should have comfortable seating in all the sessions and space to relax between sessions.

6. Does the venue offer the right facilities?

You might need a theater, ballroom, meeting rooms for breakout sessions, and space for exhibits. You may also be interested in on-site restaurants, lounge areas and outdoor space.

7. Does the venue meet your technical and business needs?

Can the facility provide AV equipment, computers, and wireless Internet? Some venues offer on-site business centers with faxing, printing, and mailing services so attendees can conduct business while they’re away from their offices.

What is a successful conference?

Successful conferences come in all flavors and sizes: The multi-day national seminar for fitness professionals, the one-day conference for regional business leaders under 40. But successful conferences all have one thing in common: a planner somewhere who planned early and often for success.

How to deepen your knowledge at a conference?

If attendees are coming to your conference to deepen their knowledge, follow a clear plan to source your content. First, if possible, poll your audience about topics, sub-topics, and depth of subject matter knowledge.

Why do people attend conferences?

Get your conference name badges ready: Networking is a top reason people attend conferences. And in a job search, face-to-face networking is several times more effective than networking online. These events allow people to talk and build connections with those who share their career interests or personal passions—facilitate their success.

What is the importance of conference app?

A conference app delivers all the benefits of traditional paper-based conference information, while achieving three essential goals:

What to do after a conference?

It is so important to document and track all the successes you had and any shortcomings that arose during your event. The more you learn, the more you can improve.

How to plan an amazing conference?

To plan and execute an amazing conference or corporate event, you need to first decide specifically what you are trying to accomplish. Ask yourself what type of conference attendee you want to attract, as well as how you can make sure the conference relates to your brand.

How to tell if your attendees had a good time?

There is no way to tell if your attendees had a good time without asking them. This is when an online survey can help you learn how your event did. Create an online survey that asks questions about specific topics like location, food, session and speakers, and general feelings about your conference.

What are fixed costs in conference planning?

There are many fixed costs in conference planning that will inevitably make up the most considerable portion of your event budget. These costs are not typically affected by the number of attendees at your event — they are what they are.

Why is it important to have a keynote speaker?

Securing your main speakers is incredibly important because you can’t effectively build your event schedule and marketing plans without them.

What is conference planning?

Conference Planning: A Step-by-Step Checklist for Success. Conferences are an important part of professional development and business networking for all industries. Bringing people together from all around the world in the same industry to learn and share is essential for innovation. A successful conference can come in all shapes and sizes, …

How is an event date determined?

Most of the time, an event date is determined by a venue’s availability. However, if the date is more important than the venue, you will need to prioritize finding a venue that accommodates that date. Once you have your venue/location and date set, it’s time to rally the troops to make this event happen.


Understanding The Why

  • Understanding the why, is all about determining why you are running your conference. A conference is an opportunity for you to be a leader of change; to collect some of the biggest and brightest minds in your industry and solve a problem you all share. The problem could be a lack of investment in technology. It may be a lack of diversity or representation or even a disturbing tren…

See more on


  • Understanding your target audience and audience demographic is paramount. Every element of the event should come together to create a positive experience for the attendees.For instance, a conference for people in the real estate industry would likely be very different than a conference for the tech industry. Many real estate professionals would appreciate some of the more traditio…

See more on

Target Audience

  • Establish who your target audience is early on. Establishing this will also help you understand what the ideal venue looks like for your demographic. For instance, if you’re organizing a conference for a forward-thinking or progressive company they might love an unusual conference venue. A venue that really challenges the norm and encourages partic…

See more on


  • An agenda provides a guideline to your event for your own planning purposes and for your attendees. Your agenda should always link back to the reason ‘why’ you have organized the conference. If you know the problem you are trying to solve, and you know the conversations that people are having, you are already halfway there. With that information, you can plan the individu…

See more on

Agenda as A Vision

  • The agenda should be seen as your vision and flexible, not something that is set in stone. If something changes during the event you will be able to react accordingly and swap things around. You can make minor changes according to your crisis planning to help avert disaster. Operationally, the agenda must be planned down to the very minute. How many breaks will you h…

See more on


  • Planning your event budget is perhaps one of the more tedious tasks as an event planner. However, it is one of the most important steps when planning a conference. Setting a budget ensures you have exactly the right amount of money for your event. Obviously, this will directly affect your venue search. Whether your budget is ample and healthy or a little more strict, planni…

See more on


  • Accommodations are another aspect of your conference to consider when setting your budget. If people from all over the world are attending, accommodations are necessary. Having an affiliate or preferred accommodation will make the process a lot easier for your guests. Perhaps you want to pick aconference venue with accommodations on site? If you do not go that route, you need t…

See more on


  • Entertainment is an umbrella term that covers so many different aspects of your conference event. All entertainment must be considered in relation to the budget. For instance, many conferences with awards ceremonies will hire a comedian to introduce the winners. Or, a conference with a more open-minded demographic might have musicians or performers during …

See more on


  • So, now to choose that venue! If you have already completed most of the previous steps, this part of your planning should be infinitely easier. But, there are still many important considerations to think about before deciding. The venue is perhaps the most important decision you will have to make when organizing a conference. It’s the glue that keeps everything together. You want to m…

See more on

Venue Style

  • The style of your conference venue is important to think about during your venue search. Does your venue reflect the image of your organization? It’s okay to challenge the norms to a certain extent, but there’s no point in trying to be something you’re not. If you’re a corporate company with a formal approach to running your business a typical conference venue with tiered seating migh…

See more on

Public Libraries

University and College

Shared/Co-Working Spaces

Indie Coffee Shops

Museums and Art Galleries

City Parks

on A Boat

Botanical Gardens


  • There is a reason why there are fish tank installed in offices. Looking at how fishy swim can be mind-calming. Try to aim for late afternoon to avoid children coming in on field trips. The quiet environment might give you an extra boost during your next free conference call.

See more on

Leave a Comment