A Guide to Hiring Large Venues for Business Conferences

Study days and training courses, conferences and top level product launches all need a large venue to make the most of the event. But hiring a large venue for such a conference or gathering might seem to be too expensive and challenging, especially for smaller companies with lower budgets. However, if a business picks the right venue, with guidance from a specialist conference organisation company they will be able to put on a slick and professional event even if it is the first time they have staged such a large occasion.

Many large venues have inspiring conference spaces available for hire. Imagine a conference held overlooking a football stadium pitch or horse racing track. Or a medical conference held on the site of a world leading hospital. Any company can consider this option, as long as there is a big enough budget to hire the venue and cover any additional costs such as catering, extra breakout spaces and support staff, and the best conference organisers can find a venue for any company such as Removals London or any other.

The first thing any company should do when looking to hire a large venue is to check that it has all the necessary facilities. It is no good hiring a first floor location accessible only by stairs if the keynote speaker needs specialist large or heavy equipment that cannot be easily carried upstairs. The caterers should be able to provide food for the fussiest of eaters and cover all common allergies. If needed, they should also be able to serve hot food quickly and efficiently to the stated number of delegates.

The good thing about hiring a large venue for a conference is that, despite the size, there are often ways of trimming costs by utilising the host company’s staff. This has the double bonus of offering staff the chance to enhance or show off their skills plus potentially earning some extra money if overtime pay is offered. An experienced administrator could be asked to handle delegate bookings, taking details, processing payments and answering questions. Other staff could act as the front desk team on the day, welcoming delegates, overseeing sign in, handing out goodie bags and certificates of attendance. If the catering lends itself, a group of employees could be tasked with clearing up after the delegates have finished coffee breaks and lunch. These duties do not necessarily need to be handled by a professional conference organising team. A firm might decide to engage an organiser simply to help with locating and hiring a suitable venue, perhaps because it is the first time they have needed to source an external location for a conference. As many larger venues are in London or other city centres, an organising firm could help if the host company is not based nearby. Depending on the speakers being invited, it may be more practical to have the event in a well-connected location. A larger venue may be more appealing to a top-flight keynote speaker or instructor, while the greater number of delegates should ensure plenty of interest as well as potential revenue for the host company.

Another advantage of hiring a large venue is that there is likely to be sufficient parking for all those delegates travelling from further afield. The on-site staff will all have experience of typical issues which can affect conferences, including technology failures and catering challenges, so that even if a company’s own staff are helping out, resident experts should be available for backup.

There are many advantages to hiring a larger venue for a conference. Location, prestige, experienced support staff and adequate facilities are just some of the points to consider to ensure a successful event in a larger location.