The task of planning your association’s conference can be daunting. The overwhelming amount of details and decisions can often be more than a board can handle. When it comes to picking your conference location, you have two options: call everyone’s favorite AMC, Impact to help you out :) OR follow these guidelines!
Location. Location is one of the crucial factors that determines the level of attendance from association members. Keeping the location somewhere easily accessible and relatively central for chapters will up the number of attendees. If the place that happens to be both centrally located and easily accessible, is also a larger tourist location, you are in luck!
Budget. Set a budget before you begin your process and stick to it. Doing this early allows you to have an understanding on how much you are going to allocate to the venue, food, and other services.
Services. When looking for the facilities you would like to hold your conference in, look for a main meeting room, smaller rooms for breakout sessions, and the proper equipment.
Space. Take a look at last year’s numbers and estimate how many attendees you are planning on for the current year. On your site visit, ask how many people can fit in meeting rooms and ensure that the space will be comfortable for guests.
Site Visits. Impact has done a plethora of site visits and there are a few major things to look out for. Cleanliness, friendliness, catering options, and parking are all factors to consider.
If you keep these things in mind, the search for your next conference space will be a breeze.
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