10 tips on finding the perfect venue, Phil Boucher, Personnel Today, 11th August

It is unusual to see an article on this most practical of topics which rarely gets the attention it deserves. Perhaps we at MTP feel this way because, in most cases, the venues for our courses are chosen by our clients and generally the standard is good. However from time to time there are disasters that could have been avoided by more careful selection. Often when our team gets together, the conversation will end up with the sharing of horror stories that we have experienced over the years.

Though the article contains a number of statements of the blindingly obvious – and some padding to get up to the obligatory ten tips – the article is worth reading. The simple point made at the beginning is true and obvious but often forgotten; the consequences of things going wrong can be so serious – particularly if senior management are around – that the choice of venue is not a decision to be taken lightly.

One simple suggestion is to check out the levels of satisfaction from previous users, not just to read the published testimonials but to pick up the phone and ask the questions that really matter, like how helpful are the staff and how do they respond to a crisis? For instance, is there a business centre for emergency copying when the papers are short or get lost?

Another piece of practical advice is to avoid being carried away by the ambience of an impressive venue and thus forget to ask the more practical questions about the facilities available. This point is connected with another helpful piece of advice, to make sure that you are clear on your objectives and priorities before starting the selection process.

An impressive ambience may be important of the event is of a prestigious nature with attendees who need to be made to feel important. On the other hand it may give the wrong impression if times are hard and the requirement is more routine. Similarly a London venue may be important if there are attendees from overseas who need to be occupied during evenings and weekends but a distraction for a local audience.

For those who do not get time to read the article fully, here’s an abbreviated version of the checklist:

• Make easy access a high priority
• Match venue to objective
• Match venue to audience
• Research thoroughly
• Don’t get swept along by the ambience
• Assess crisis management capability

There is also a suggestion that, where you are using a venue on a regular basis, you should consider changing from time to time, to keep them on their toes and to refresh the event. I found myself disagreeing with this, perhaps because of my conservative nature and the experience of so many sub-standard venues over the years. The other point of view is – if you find the right place and the standards are consistently high – stick with it!

To access this article go to http://www.personneltoday.com/articles/2009/08/04/51546/conference-venues-10-tips-on-finding-the-perfect-venue.html