You should always book an Edinburgh training and conference venue after a site visit. This is important because things could look different in real life to the website or a brochure. A visit is the most reliable way to witness the quality of the conference rooms. Your first impression and how friendly, welcoming and effective you find the staff are always good indications of the venue standards and the level of service you can come to expect during your business event in Edinburgh.
Whichever way you choose to do it, over the phone or making a visit, you need to know your objectives very well. A good event manager will ask you what you want to achieve from your event so they can offer the right room, the right equipment, services and all the technical support you need on the day. You know which dates you have available, you know that Edinburgh is the most suitable city, and you probably have a budget. But there is more than that:
Location:
When thinking of a location you first have to consider the needs of your delegates. Travel worn and tired deligates are of no use for training or conferences, so choose somewhere which has easy access by road, rail and airport. Ensure that there are parking spaces available nearby and check the cost of parking for the duration of your event. If delegates travel from outside Edinburgh, it is a good idea to choose an
Edinburgh training and conference venue close enough to excellent hotel accommodation and within easy reach of local attractions.
Your Room:
Choosing the right Edinburgh training and conference venue is an important step towards making a success of your business event. The size of the room is key. You will need somewhere large enough to be comfortable, but small enough to ensure the right atmostphere. If you need a breakout area for group work, ask for syndicate rooms which are also great for coffee breaks. You will also need to specify to the venue how you would like the room set up for the event (eg boardroom, theatre or classroom). Keeping your delegates focused is essential, therefore make sure that the rooms have natural light and that there are no noisy distractions.
Event Support:
It is essential that you choose a venue which will provide a team of support who are on hand to help you throughout your event. You need to ensure that there will be at least one member of the venue's operations team whose responsibility it is to look after your needs on the day. Choose an Edinburgh training and conference venue which can provide a team to welcome delegates, registering them and pointing them in the right direction. If you are using any equipment at all, it's imperative that there will also be technical support on site all day at your Edinburgh training and conference venue.
Meals and Refreshments:
Good food at an event is really important and hugely contributes to your delegates unforgettable experience. If you plan this carefully (and choose the right provider) you certainly increase your chances of satisfying everybody's tastes and needs. Find out if your delegates have any special requirements e.g. for a wheat intolerance or for Halal food. Check how your Edinburgh training and conference venue will handle this.
Choosing to have food brought into the meeting room may sound more time-efficient, but it will likely cause a bigger disruption when food is brought in and cleared away. A good idea would be to ask for a separate room for refreshments and lunch, but this may involve additional cost.
Technological Resources and Technical Support:
Alongside the basic equipment like boards, flip charts, LCD projectors, fast internet connections and over head projectors, you may also need PC's to a high specification which are all connected through a network. But make sure that you consider the possibility of any of this equipment failing. There is nothing worse than your event falling way behind schedule simply because the venue you have chosen didn't have on-site technical staff that could assist you. Ask your organiser whether they will provide technical professionals to cover for such eventualities.
Cost:
You now are happy with all of the above, but the real challenge is only beginning! Does the cost of the
Edinburgh training and conference venue fall within your budget for this meeting? Consider the type of rates the venue offers, i.e. daily delegate rate, individual room hire, etc. and ask if they offer any discounts or if the price can be negotiated. Ask if there are any extra costs, e.g. for screen and flip charts or for photocopying and faxes. Are refreshments included in the price? What is the cost of parking? Should you need to cancel your booking, will you receive a full or partial refund? Remember that a good Edinburgh training and conference venue will make things straightforward, give you all the information and offer a fixed price including everything you are likely to need.
And Last But Not Least, Are They Willing to Go The Extra Mile?
Its never easy to assess this but its always important to count on your first impression, look at how effective the venue team is in responding to your enquiry and see if they find opportunities to add extra value to your delegates' experience.
