Info-Authority: Conference Centers

Conference centers are meeting venues generally used for large corporate or public gatherings and events. They may be rented in a variety of locations, including an airport hotel, a convention and meeting hotel, a resort, or an all-suite hotel.

Choosing a Conference Center

In choosing an adequate conference center, several factors should be considered, including group size, special needs, range of acceptable rates, and definition or description of event.

Conference centers should be apart from living quarters and adequately supplied with ergonomically correct chairs and hard surface writing tables, if necessary. Oftentimes, conference centers will have their own audio/visual department for use during a multimedia presentation. If the event coordinator is required to provide its own equipment, safe storage should be provided for the duration of the rental. Good lighting, unobstructed views, and climate control should be addressed when discussing conference rooms as well -- especially if guests or clients will be seated for extended periods of time, or reading extensively. If presentation materials will be used, make sure to allow for extra room for easels, slide screens, and any other visual equipment. If telephone or internet connections are necessary, review how many access panels there are throughout the conference room. If a PA system will be used, be sure to inquire about the acoustics of the conference room, including whether surrounding conference rooms will be using systems simultaneously.

Conference centers should employ an experienced staff who may be able to assist in event planning, but who should be available for the duration of the event in order to ensure things run smoothly. Ask how many event staff will be available for use during the event.

Budgeting

Budgets for conference centers should allow for several expense areas, up to and including: food and beverage requirements, audio/visual needs, event promotion, transportation and lodging, special guest services, and any keynote or guest speakers that charge an appearance fee. All budgets should also include a plan for last minute unexpected expenses that may occur. Make sure any vendors or suppliers that require prepayments are taken care of well before the date of the event.

Booking a Conference Center

The conference center will require information before the booking that may include the state where the event will be held, the city, the number of conference rooms necessary, the number of guest rooms necessary, a description of the event, and a contact person for the event. If it is not possible to visit a conference center before securing the final booking for the event, internet sites, local maps, and transportation information, including the nearest airport, should be well researched.

By Barbara Poelle




	Conference Centers Conference centers are meeting venues generally used for large corporate or public gatherings and events. They may be rented in a variety of locations, including an airport hotel, a convention and meeting hotel, a resort, or an all-suite hotel. Choosing a Conference Center In choosing an adequate conference center, several factors should be considered, including group size, special needs, range of acceptable rates, and definition or description of event. Conference centers should be apart from living quarters and adequately supplied with ergonomically correct chairs and hard surface writing tables, if necessary. Oftentimes, conference centers will have their own audio/visual department for use during a multimedia presentation. If the event coordinator is required to provide its own equipment, safe storage should be provided for the duration of the rental. Good lighting, unobstructed views, and climate control should be addressed when discussing conference rooms as well -- especially if guests or clients will be seated for extended periods of time, or reading extensively. If presentation materials will be used, make sure to allow for extra room for easels, slide screens, and any other visual equipment. If telephone or internet connections are necessary, review how many access panels there are throughout the conference room. If a PA system will be used, be sure to inquire about the acoustics of the conference room, including whether surrounding conference rooms will be using systems simultaneously. Conference centers should employ an experienced staff who may be able to assist in event planning, but who should be available for the duration of the event in order to ensure things run smoothly. Ask how many event staff will be available for use during the event. Budgeting Budgets for conference centers should allow for several expense areas, up to and including: food and beverage requirements, audio/visual needs, event promotion, transportation and lodging, special guest services, and any keynote or guest speakers that charge an appearance fee. All budgets should also include a plan for last minute unexpected expenses that may occur. Make sure any vendors or suppliers that require prepayments are taken care of well before the date of the event. Booking a Conference Center The conference center will require information before the booking that may include the state where the event will be held, the city, the number of conference rooms necessary, the number of guest rooms necessary, a description of the event, and a contact person for the event. If it is not possible to visit a conference center before securing the final booking for the event, internet sites, local maps, and transportation information, including the nearest airport, should be well researched. By Barbara Poelle Related Links: International Association of Conference Centers (IACC), North America The International Association of Conference Centers' basic standards for an adequate conference center facility.