Planning a workshop or seminar? Here are six value-add tips to think about when hiring a venue. Workshop content will always reign as the most important factor but the following points are often overlooked by trainers and coaches. Considering these factors will ensure your workshop is remembered for the right reasons and score extra brownie points with your guests.
1. Location
Ensure your event space is well served by good transport links or has parking facilities. Make it easy for attendees to get to you and provide them with a good printable map with transport and parking information in your pre-workshop delegate pack.
2. Facilities
Are the toilets nearby or will you and your guests have to race up two flights of stairs for the nearest loo? Don’t overlook the importance of nearby facilities. Fact: Your guests will take a toilet break during your workshop – you don’t want them to miss anything and neither will they.
3. Going up?
Is your room on the top floor of a six storey building with no lift or in a windowless basement? Consider accessibility as well as ambiance when choosing your meeting space. Ideally a room on the ground or first floor with plenty of natural daylight. It will keep everyone perky and create a feeling of extra space.
4. Seasons
Ok, so if it’s mid-winter maybe a cosy basement room isn’t such a bad idea. However, guests will want to check-in coats. Find out where these can be securely stored. Summer will be the opposite – think natural daylight and air conditioning.
5. Equipment
It’s not unusual for venues to charge extra for equipment, such as flip charts, projector screens and especially AV equipment which can turn your good value workshop into a money-pit. Consider your equipment requirements and discuss with the venue before confirming your booking.
6. Refreshments
What’s included, where is it served and when do you want it? Discuss this with the venue and arrange refreshment breaks around your workshop agenda. Remember to consider the dietary requirements of your guests and communicate this to the venue to avoid any embarrassing situations when lunch is served.
An experienced Virtual PA will consider these and many other points when planning a successful workshop. So perhaps you should consider hiring one for your next event. That way you can concentrate on that all important course content.
