28Feb/17

Conferencing? Sure Maritime Travel will do it for you.

The atmosphere of being immersed in a crowd of people who share the same passion as you,

the lessons you learn and advice you take in, and the friends you get to meet and the new ones you make.

You leave a good conference re-energized — full of zeal for your job and bursting with fresh ideas.

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 by air or car. 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.

Accommodation: If the venue is not located within a hotel, there needs 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.

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).

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.

Costs: Budget constraints should be conveyed to the venue from the start. However, if you have found the perfect fit for your event, ask if they would consider lowering the cost in exchange for a multi-year contract. Don’t be afraid to negotiate!

Staffing: Find out the attendee to venue staff ratio to determine if there will be enough wait staff, concierge support, 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.

 Facilities: Seek out a venue that has all of the components that you will need available for the event. This includes audio visual 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.

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.

 Technical: It is important to see if the venue offers charging stations and Wi-Fi availability for your attendees.  Also, determine if there will be tech support available onsite during your event.

 Food and Beverage:  Most venues provide onsite food and beverage facilities. 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.

Sure Maritime Travel will take care of all  your conferencing needs.  We have access to negotiated rates and connections in the industry to make things happen!  International, Local or regional, we can help with conference registrations, planning, sourcing venues, booking, deposits and all the paperwork!

If you need advice for a large conference or a small breakaway, call us, we can do it all for you.



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