It is important to visit the venue before making a decision. The location with the flashiest website or most attractive rate card might always not live up to it's promises. An advance trip to scout out the facilities and services available is always a good idea. Hotel managers or facility administrators will be only too happy to show you around and answer any questions.

The location of your conference or training venue should also be central to your decision. Check the ease of access from airports, train stations and by road. Depending on your needs, a city centre, suburban or completely rural location may suit best. Parking is a vital consideration, especially for city centre sites.

The number and size of rooms is of paramount importance. Different room sizes and shapes offer varying opportunities (e.g. theatre style seating, extra privacy, relaxed settings). Fit the size of the room to the number of people; too much space is just as big a problem as too little. For a day-long training event, consider a venue with a large meeting or conference room which can be partitioned into smaller rooms for workshops or role-play sessions.

The general atmosphere of the venue should also be considered. You will want to hold your event within a dedicated professional environment. Check to see what other events or bookings are likely to be taking place on the same day. Raucous wedding parties, or competing exhibitions or shows, can affect the focus of your attendees.

All possible venues should have staples such as email, fax and photocopying facilities. Most will have a dedicated business centre, and may have a secretarial and administrative service to help with bulk photocopying, ordering couriers or putting together delegate packs.

Cutting edge Audio-Visual and IT facilities are both an absolute requirement for a modern conference. There are many options available, and the decision is so important we have dedicated an entire article to it (click here to read more).

Accommodation and catering options should be determined in advance. Your guests or employees may need to stay overnight; are reduced room rates available? Easy access to eating and snacking opportunities is helpful. Does the hotel provide meals inclusive of the price? Is there a restaurant nearby that has a relationship with the conference facility? A schedule can easily be disrupted if your attendees wander off in search of a meal, or even a coffee. There should at least be coffee and water available within easy reach of your conference room.

Many of today's conference facilities offer a wide range of recreational activities. Golf remains ever popular, and many hotels or venues have a course attached or nearby. Some venues may offer evening entertainment or shows. Leisure, spa, beauty and health treatments are increasingly fashionable. There may also be natural amenities and other attractions in the local vicinity. A fully-rounded experience should lead to a more memorable conference or training event.

In the end, as with most business decisions, selecting a conference venue comes down to price and value for money. Hiring a large space as a conference and training venue can require a significant outlay, and you will want to guarantee value for money. One way to keep costs down is to watch out for extras like self-serve water and snacks, or to include group discounts for extras such as meals and overnight accommodation when agreeing a price.

Arguably the most important decision when organising a conference or training seminar is the venue. Get it right and you have made the first step towards ensuring a successful event.

By Dermot Corrigan