Below are a number of things to consider before we begin the venue finding process:

VENUE

1 - Agree date (with 2ndoption if possible) choice to suit timetable and availability of key speakers / presenters NB.Greater availability and more attractive rates are likely to be open for meetings/events that are held over weekends or later days in the week e.g Thursdays and Fridays

2 - Duration of course / meeting, outline timetable

3- Establish area / location to suit delegates attending and any outside activities, visits, team building etc. also any preference to town centre or out of town location.

4 - Specify type of event e.g. training think tank, financial planning, awards/sales presentation etc, interviews etc.

5 - Transport method for delegates i.e. train, plane, cars.  Proximity to airports or stations.

6 - Delegate profile

7- Importance of on-site leisure facilities

8 - Preferred style of property – e.g. city centre, modern, country house, boutique, traditional, 3, 4 or 5 star 9- Accommodation needs, single or shared occupancy

MEETING FACILITIES

1 - Minimum / maximum numbers attending

2 - Layout of main room e.g. classroom, boardroom, U-Shaped, cabaret (round tables), theatre style, circle or horseshoe of chairs

3 - Presentation equipment required e.g. LCD Projector, screens, OHP, DVD, TV and video, laptops, internet access, PA system, whiteboard, flipcharts

4 - Need of breakout rooms, layout and equipment

5 - Any changes to layout during programme of meeting

6 -Importance of natural light / air conditioning

CATERING

1 - Will delegates have meals other than lunch together e.g. private breakfast meetings, private dinner, informal dinner in main restaurant or make their own arrangements

2 - Mid morning / afternoon breaks served in breakout area or in main meeting room

3- Style of lunch required finger/fork buffet, carvery or seated served meal

4 - Arrangements regarding drinks, pre/post and with dinner

5 – For private dinner – type of menu, buffet themed or formal

6 – Layout for dinner, informal or banquet

ACCOUNTS

1 - Delegates to settle total individual accounts on departure

2 - Bill back facility for prearranged accommodation and conference facilities if account already established

3 - Apply for credit facility

4- All delegates responsible for personal extras to be settled on departure