EventUp

    Choosing a Meeting Location to Boost Attendance

    June 10, 2013

    One of the most challenging parts of planning a meeting is getting people to attend.  Check out our tips and tricks on how to increase attendance by picking the right location and event venue.

    When it comes to meeting attendance, marketing and feedback surveys can only take you so far. While these tools are useful to promote and measure the success of your event, they don’t include all of the key decision points you must consider when planning a business meeting. These four items should be at the top of your checklist when choosing an event venue for your next bi-annual meeting, corporate conference, or networking event.

    Find the right location. Choose an event venue that is conveniently located close to where the majority of your attendees live and work. You will also want to be sure it is accessible and within driving distance of at least one major airport. Find a unique event space that offers your attendees a mix of business and leisure activities. When your venue offers something out of the ordinary it most often translates into higher attendance for your big meeting.

    Pick the right venue. The space you choose sets the tone for the entire event. Your goals and the length of the meeting will need to be considered when picking the right venue. For example, if you are planning a huge corporate conference that will last for several days, you may want to consider booking a resort that offers everything under one roof. That way your business travelers can bring their entire family and can make a vacation out of their stay.

    Space matters. Are you expecting 10 people at your meeting? 50? 500? The size of your event will determine how large of a facility you will need. However, there are other important factors to consider such as whether you will need extra rooms for breakout sessions. Do you need outdoor space for any activities? How versatile is the main meeting room? Can it be reconfigured for a variety of meeting formats? Does the venue layout promote a productive meeting environment? These are all questions you should ask and have answered before booking your event space.

    Quality counts. Your meeting venue should have all the technology you need to deliver all the messages, PowerPoint presentations, and videos for the event. Look for a facility that delivers real value for your money and offers state-of-the-art technology as well as business-friendly guest rooms if your attendees will be staying overnight. Some larger venues even offer staff to help you set up and tear down. Choosing a quality venue will ensure you have a successful event with a high attendance rate.

    By utilizing these four tips you will boost attendance and get the most from your meeting space. What other ideas do you have for boosting attendance at business meetings? Share with us by leaving a comment below, on Facebook or Twitter!