olathe meeting venue

How to Select the Perfect Venue for Your Meeting or Conference

You’re in charge of the “big meeting.” From gathering speakers to securing sponsors, your to-do list seems to be never-ending. One important and challenging aspect in the planning process is choosing a venue. To make it a bit easier, here are 10 tips from Bizabo for choosing a great venue for your next corporate event, conference or a trade-show.

1. Accessibility

The location of the event venue is paramount for maximizing event attendance.  Before determining the location, ensure that transportation is readily available to the venue so that attendees can easily arrive. Also, confirm that there is ample parking or valet services for attendees who chose to drive to the venue. Luckily, at Ball Conference Center we have parking available directly in front of the venue!

Additionally, Make sure that there are restaurants or other attractions nearby that are open either pre or post event to maximize additional event networking opportunities.

2. Lodging Accommodations

There will need to be suitable lodging accommodations within a reasonable distance of the event. If the venue is not within walking distance, check to see if the hotel will provide a shuttle service. If not, factor in the availability and expense of taxi or car services for participants. There are several nearby lodging options for the Ball Conference Center.

3. Availability

Once you find out if the venue is available, check to see if the outer/other spaces are available as well. Be sure to determine if this is the venue or locale’s peak season. This will impact the amount of traffic in the common spaces and may preclude organic event networking opportunities (pool, VIP lounge, etc).

4. Suitability

Does the proposed venue reflect or detract from the event’s image? It’s important that the venue is clearly aligned with not only the image that you are trying to project, but also that it’s the most appropriate place for your target audience as well. Be mindful of stakeholders and sponsors. Ask the venue coordinator if there will be other on-site events that clash with your event or branding message.

5. Costs

Budget constraints should be conveyed to the venue from the start. Ball offers affordable options for your budget.

6. Staffing

Find out the attendee to venue staff ratio to determine if there will be enough wait staff and security for your event. You will have a lot on your plate during event day, so check if there is an on-site dedicated venue coordinator or designee to assist with any issues that arise. At Ball we can assure you that a member of our team is always available.

7. Facilities

Seek out a venue that has all of the components that you will need available for the event. This includes audiovisual equipment, stages, and microphones, You also have to be mindful of the set-up capacities, paying specific attention to seating arrangements and sponsor areas, as well as if you’ll have the ability to engage outside vendors and utilize break-out rooms. We offer a ballroom, stepped classroom and boardroom, creating the ideal situation for breakouts.

8. Branding

It’s very important to consider the ease of branding opportunities. Branding is key, so make sure you can do it! Ask the venue coordinator what signage and branding opportunities are available throughout the facility, not just in the event space itself. Can you utilize an in-house electronic marquee or place signage? These are questions to ask before you sign a dotted line. We offer a digital screen in our lobby to display your logo or key information.

9. Technical

It is important to see if the venue offers charging stations and Wi-Fi availability for your attendees. If not, this is an additional element you will need to provide.  Also, determine if there will be tech support available onsite during your event. Nothing aggravates attendees more than having their mobile device stall or wandering aimlessly around the event searching for Wi-Fi. We have recently updated our A/V equipment and offer easily accessible WiFi.

10. Food and Beverage

Parched throats? Not at your event! Most venues provide onsite food and beverage facilities. However, be sure to ask if you have the ability to bring in outside catering. Ask if they can accommodate food allergies or special diets, if they can manage additional last minute attendee requests, or if attendees are able to order a la carte during the event. Ball offers a full list of preferred caterers.

At Ball Conference Center, we work hard to meet all your criteria and our staff does everything they can to make your day go smoothly. We are affordable and conveniently located in Olathe, and have different spaces to choose from. Contact us so we can answer all your questions and to reserve your space.