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Finding meeting venues is not necessarily as simple as you might imagine. For a simple meeting, it will not normally be too difficult; simply phone up a venue, advise them of your requirements, and then show up on the day, right? Well, up to a point. Certainly it's easier booking meetings and seminars for small numbers, when your needs are simple and few; but even here there are usually quite a few considerations to bear in mind. For larger meetings such as conferences and conventions, there are any number of things to bear in mind, from technical requirements to catering, location to breakout rooms. For this reason, it may be wise to consider the services of a specialist venue finding service, as this can take a lot of the hassle out of finding meeting venues and organizing all the add-ons that make a successful event.
The first thing to consider when looking to book a venue for your meetings or team building events is the size and location of your chosen venue. You should aim to site your meeting venue in the most convenient location for all attendees, and ensure that the venue where you'll be holding the event is large enough to cater adequately for your needs. This may seem obvious enough, but stop to consider ancillary requirements such as space for lunch and coffee breaks, breakout rooms for subgroups and smaller working parties (if necessary), and how delegates are going to get to the meeting.
Other issues to bear in mind when finding meeting venues can be broken down into the following categories; catering facilities, technical requirements, and accommodation needs. Consider, when arranging meetings, how much hospitality you wish to lay on for your attendees ? bearing in mind any rules or guidelines that may exist in your business ? for example, the rules on permissible hospitality that pertain to the pharmaceutical industry.