Choosing The Correct Meeting Venue

By JJ White

In the 21st century the ever increasing usage of the internet has opened up a range of communication streams for businesses. Electronic communication via email and social media does make communication incredibly easy for businesses but this should not be used as the sole method of communication. Face to face meetings should play an integral part of daily or weekly business life. It's key for building up relationships, improving communication flows and increasing morale.

The vast majority of business to business partnerships are linked as a direct result of a face to face meeting. It is much easier to get an idea of a business through such a meeting. The tone, body language, presentation and preparation depth are all examples how a business can be judged in such an environment. The meeting venue itself plays a pivotal role. It can be the key between success and failure for the success of a meeting. There are many things to consider when looking at potential meeting venues.

Aesthetics

All successful businesses are conscious of their brand image. Does the venue fit our image? Will it give the correct impression?

Location

Considering the ease of access and travelling distance for the attendees is a must. A difficult journey just prior to a meeting does not put an attendee in the best frame of mind. Does the venue have good road and public transport access? If the attendee is travelling a long distance is there accommodation nearby?

Availability

The availability of the venue is fundamental. Is the venue available on the required dates? Do you need to book equipment prior to the date? Is there any date flexibility in case an attendee needs to reorganise?

Size

A key consideration is the size of the venue. Venue size needs to comfortably fit the number of people attending the meeting. The layout of the room is often an overlooked consideration. Do all attendees have a good view of the speaker? Everyone needs to be able to move around efficiently.

Cost

A crucial consideration for businesses is the cost of the venue. Does it fit within the budget? Can the price be discounted and can it be negotiated? Is a deposit required? On occasions proposed meetings may need to be cancelled - does the venue have a refund policy?

Many venue considerations may seem like common sense but it is surprising how often a key consideration is overlooked. Thoughtful planning and clear, regular communication is needed. A successful meeting only reflects positively on your business

Source: http://ezinearticles.com/?Choosing-the-Correct-Meeting-Venue&id=6723042