Top 5 considerations when planning a business conference
Planning events, especially out-of-town conferences, can be a difficult task. Logistic considerations are vast and varied, including everything from venue selection and event programming to smaller details like menu curation and furniture selection. Choosing the right venue is critical to the success of your event.
Alexandra Tanguay, director of events at the Shaw Centre, an award-winning convention centre in Ottawa, delved into these details. She shared some of the most essential considerations she’s had to take into account in her extensive experience in event planning.
LOCATION, LOCATION, LOCATION
In an out-of-town conference, location is everything — ease of access is crucial for attendees. Choosing a venue close to hotels, dining hot spots and cultural attractions reduces transportation challenges and costs, and it supports sustainable practices. A short walking distance to your accommodation ensures a seamless and enjoyable experience for everybody involved.
FULL-SERVICE FACILITIES
A growing trend in the world of business conferences, as observed by Tanguay, is a shift away from generic one-size-fits-all events towards customized meaningful events that align with the organization’s culture. That means that everything including branding, decor, furnishing and food is now tailored to the client’s desires.
“Events used to be really flashy and fun, but the underlying meaning was lacking,” remarked Tanguay. “Clients are now really looking to showcase their organization, partners, values and corporate culture through their events. That means convention centres like the Shaw Centre have to be equipped to provide the custom service clients want.”
EASE OF ACCESS FOR SUPPLIERS
The behind-the-scenes action matters. Easy movein and move-out for suppliers ensure that your event will go off without a hitch. A venue that maintains good relations with suppliers and understands and facilitates these processes is vital.
VERSATILE LAYOUT
The ability to accommodate large events for thousands of people while offering the flexibility to break into smaller groups is important for any venue. Spaces like exhibit halls, meal rooms, breakout rooms, offices, quiet rooms, first aid rooms and more all under one roof make it easy for organizations to plan for whatever they may need. This logistical convenience is invaluable for a flawless event.
ECHO YOUR ETHOS Selecting a venue that mirrors your company’s values, such as sustainability, inclusion and accessibility, is crucial. Venues like the Shaw Centre, with its LEED Gold certification, focus on sustainability and exemplify this alignment. This harmony between venue and organization not only reflects well on your business but also contributes to the event experience overall.
“It just makes good business sense to choose partners for your event that align with your values,” said Tanguay. “We’re proud at the Shaw Centre that we’re striving to lead in those areas as well. It really helps us align with the sustainable efforts that our clients are making.”
For more insights on planning your next event, visit shaw-centre.com.