10 important things to consider before booking a ...€¦ · packages which make budgeting much...

CONFERENCE VENUE

Those few important things to look out for when finding the best fit for your Conference...

J P V A L V E R D E

10 IMPORTANT THINGS TO

CONSIDER BEFORE BOOKING A

10 important things to consider when choosing a conference centre

2

About the author

JP Valverde came to SA from his home country, Spain, in 2003. First-generation immigrants are more likely to perceive opportunities for starting businesses —and less afraid of failure. Immigrants, on average, are more successful, too. Leaving the comfort zone of your home country to look for a better life is an action that speaks more than words. It means that you don’t fear the unknown and that you are willing to get uncomfortable to move ahead. When you start in a new country, on a blank sheet, with no money and no contacts, that is called a zero base approach. Having experienced the situation first hand prompted JP to record and analyze the formula for his success and help others do the same. If your current thinking hasn’t gotten you to where you want to be, a zero base approach might just be what you need.

JP is a serial entrepreneur who owns several businesses. The first business he started in SA was a Hotel, conference centre, wedding venue, restaurant and spa. His passion for health and preserving the planet has helped him transform Valverde Country Hotel into an eco-estate that is known for its greening initiatives, such as the use of solar energy, waste water recycling, and its own aquaponics farm. Aquaponics is the most sustainable way of growing fish and vegeta-bles, whilst only using 10% of the water compared to conventional or organic farming. JP also owns several web based business. His experience in the real and the virtual world can help entrepreneurs systemize their businesses with the ultimate goal of creating multiple streams of passive income

JP Valverde, Author

JP Valverde, Author of 10 important

things to consider when choosing

a conference venue, owns several

web based business. His experience

in the real and the virtual world can

help entrepreneurs systemize their

businesses with the ultimate goal of

creating multiple streams of passive

income

JP, Business Owner and a Spaniard at heart

3

10 important things to consider when choosing a conference centre Po

int 1

Location & Accessibility

1. If you have delegates coming from other provinces, how far is the venue from the nearest airport?

2. Make sure the venue is located in an area where people drive against traffic in order to get there.

3. Is the venue centrally located? Especially if you have delegates coming from both Johannesburg and Pretoria make sure all delegates travel approximately the same distance.

The location is one of the most important factors when choosing meeting venues.”

The Sundial Group

The old adage “Location, location, location!” still holds true. Deciding where to hold your meeting or conference can be tricky, so it’s important to assess your needs before you take any decisions.

Things you need to consider when looking at the location:

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int 2

Meeting Room CapacityWhen selecting a venue or space for your next conference, size does matter. You don’t want to be crammed, but you also don’t want a venue that is too big and looks empty. Also, make sure you know if the venue has breakaway rooms if needed, and what the cost is. Here is a list of the different set ups available for conferences and when to use them.

Boardroom

U-Shape

Cinema Style

Boardroom. Everyone sits around 1 big table in

the middle of the room. Ideal for a small strategic

planning session where all delegates are very much

involved in the discussion at hand

Ideal for meetings of slightly bigger size, where there

is a presenter and the delegates are involved

in the discussion

Perfect for training and presentations where there is

predominantly a one way communication from the

presenter to the delegates. Not much interaction is

expected coming from the delegates.

Banqueting StyleDelegate sitting at round tables that normally seat

10 delegates each. Perfect for meetings where a

presentation is done and at the same time it is quite

important that the delegates interact with each other.

Careful attention needs to be placed on the seating

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int 3

Flow & Layout of space

Is there enough space for social interaction and networking?

Is it easy to find your way around and not get caught in dead-ends and corridors that lead nowhere?

Is there a spacious tea – coffee area for people to interact during tea and coffee breaks?

Is it possible to have the breaks outdoors to catch some fresh air and allow smokers to stay connected with the rest of the group?

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int 4

Conferencing EquipmentMake sure the venue you book has all the equipment you need. Is all the equipment included or not in the package price quoted? Here is a check list of equipment often needed for a conference:

no?

Does the Venue have these:

1. Screen2. PA System

3. Extension Plugs4. Flipchart

5. Data Projector6. Plug Adaptors

7. Flipchart Paper8. Note Pads & Pens

9. Audiovisual Equipment

yes?

If NO to any of the above, determine whether this will affect your overall presentation and what you want to achieve...

7


int 5

Quality of Food

There’s nothing worse than breaking for tea and finding a tray of limp, soggy sandwiches and wilted lettuce in the hallway, or being served a stodgy heavy meal at lunch time.

JP Valverde, Writer

For today’s foodie generation, high quality food with healthy and hearty options is now de rigueur at conferences and corporate meetings across the nation. Planners also want meeting locations that can accommodate last minute menu requests and increased attendance.

Choose a venue that is known for supplying fresh, healthy food so that delegates return after the break feeling refreshed and ready for work again, not overfed and lethargic. The catering at the venue should also be able to meet the special dietary requirements for your delegates, including vegetarian or vegan, Kosher and Halaal meals.

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int 6

& 7

Good Accommodation & FacilitiesUnless your conference is a one day event, you will need to provide comfortable accommodation for delegates. Ensure that the venue has the sufficient number of bedrooms and that where delegates are required to share, for budget purposes, twin beds are supplied. Your delegates will want to relax and unwind after a day’s conferencing, so choose a venue with a hospitable bar, a good restaurant, and possibly a spa. If you have to accommodate delegated in different hotels for budget purposes, don’t forget to tell the delegates in advance that they are not sleeping at the main hotel. This will prevent frustration at the check-in counter.

Budget

Ensure that all items are taken into account when budgeting for your conference so that when the final bill is presented you do not receive any nasty shocks.

It’s a good idea to limit bar expenditure so that delegates pay for their own alcoholic drinks. Some venues offer all inclusive conference packages which make budgeting much simpler

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int 8

& 9

Response TimesWhen you’ve found a conference centre you like, see how quickly the ve-nue’s sales team responds to your enquiry. This can be indicative of what the venue’s service will be like throughout your booking. Always see if you are offered a site visit. Site visits are important because they give you a chance to see the venue and decide whether you like it or not, and whe-ther it will fit your requirements.

The Site Visit

1. The welcome you receive from reception and your sales representative (as it is likely all your delegates will be greeted in the same way).

2. Is there a car park, and if so how full is it? Is it free?3. Is there somewhere to have lunch? If there is, try to have lunch there to

assess the quality of the food and menu choices before you book the venue.

4. How does the staff behave? If they greet you and other clients in passing, this shows that they’re warm, friendly and welcoming.

5. Have you been given all the information you need?6. Have the training and conference facilities been explained to you

before you leave?

When you have booked a site visit, always make a note of the most important things you want in the venue, before you go to view it. This way, you won’t get distracted on the day and will know exactly what you are looking for. When you reach the venue, consider the following:

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int 1

0

How Green is the Venue

1. Solar water heating2. Water recycling3. Composting/worm farm4. On site veggie garden5. Water saving program6. Environmental awareness campaign7. Environmental accreditation

If undecided between 2 equally suitable venues, always choose green. A venue that is committed to the environment is clearly not all about money. This means you can expect more commitment and a more pur-pose-driven organization, too! Look for green initiatives such as:

Thank you!Valverde Eco Hotel is now a member of Heritage Environmental Management Company. Heritage is an environmental certification company specializing in the independent recognition, review and certification of environmental performance across the services sector. Go to their website for more info. Click here

Valverde is embracing the trend to go green, which seems quite apt considering Valverde literally means ‘green valley’ in Spanish

and Italian. We believe that it is time for businesses to take environmental responsibility seriously!

Visit: www.valverde.co.za

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