You can always book an Edinburgh training and conference venue over the phone but it’s best to make a site visit first. This is important because things could look different in real life to the website or a brochure. A visit will show you the true quality of the conference rooms and their facilities. Your first impression and how friendly, welcoming and effective you find the staff are always good indications of the venue standards and the level of service you can come to expect during your business event in Edinburgh.
Whichever way you choose to do it, over the phone or making a visit, you need to know your objectives very well. A good event manager will ask you what you want to achieve from your event so they can offer the right room, the right equipment, services and all the technical support you need on the day. You know which dates you have available, you know that Edinburgh is the most suitable city, and you probably have a budget. But there is more than that:
Location:
When thinking of a location you first have to consider the needs of your delegates. It is unfair to train or have a conference with delegates who are tired from travelling so it is important to choose a venue with good transport links. Ensure that there are parking spaces available nearby and check the cost of parking for the duration of your event. If delegates travel from outside Edinburgh, it is a good idea to choose an
Edinburgh training and conference venue close enough to excellent hotel accommodation and within easy reach of local attractions.
Your Room:
Choosing the right Edinburgh training and conference venue is an important step towards making a success of your business event. The size of the room which you hire should be large enough to be comfortable, but small enough to have the right atmostphere. If you need a breakout area for group work, ask for syndicate rooms which are also great for coffee breaks. Explain to your venue how you would like the room(s) set up. Keeping your delegates focused is essential, therefore make sure that the rooms have natural light and that there are no noisy distractions.
Event Support:
A good venue should dedicate a team to ensure the success of your event from the beginning to the end. You need to ensure that there will be at least one member of the venue's operations team whose responsibility it is to look after your needs on the day. Find out if the Edinburgh training and conference venue can provide a reception team to welcome your delegates to the venue and if they are able to register them. If you are using any equipment at all, it's imperative that there will also be technical support on site all day at your Edinburgh training and conference venue.
Meals and Refreshments:
Good food at an event is really important and hugely contributes to your delegates’ unforgettable experience. If you plan this carefully (and choose the right provider) you certainly increase your chances of satisfying everybody's tastes and needs. Find out if your delegates have any special requirements e.g. for a wheat intolerance or for Halal food. Check how your Edinburgh training and conference venue will handle this.
Bear in mind that food being served in your meeting room might sound more time-efficient, but it will likely cause disruption while it is set up and cleared away. A good idea would be to ask for a separate room for refreshments and lunch, but this may involve additional cost.
Technological Resources and Technical Support:
Most of the good venues come fully equipped with state of the art facilities. Alongside the basic equipment like boards, flip charts, LCD projectors, fast internet connections and over head projectors, you may also need PC's to a high specification which are all connected through a network. And don’t forget to consider what you will do if there are problems with this equipment. There is nothing worse than your event falling way behind schedule simply because the venue you have chosen didn't have on-site technical staff that could assist you. Ask if there are professional technicians who will ensure that all your technical requirements will be met to the very highest standards and also if the venue has standby equipment to cover all eventualities.
Cost:
You now are happy with all of the above, but the real challenge is only beginning! Consider the type of rates the venue offers, i.e. daily delegate rate, individual room hire, etc. and ask if they offer any discounts or if the price can be negotiated. Ask if there are any extra costs, e.g. for screen and flip charts or for photocopying and faxes. Are things like coffee on arrival and mineral water included in the price? What is the cost of parking? If you need to cancel your booking, will you receive a full or partial refund? Remember that a good
Edinburgh training and conference venue will make things straightforward, give you all the information and offer a fixed price including everything you are likely to need.
And Last But Not Least, Are They Willing to Go The Extra Mile?
Even if you have planned your business event in Edinburgh to perfection, things don't always go as you expect! It’s never easy to assess this but it’s always important to count on your first impression, look at how effective the venue team is in responding to your enquiry and see if they find opportunities to add extra value to your delegates' experience.