How to source for the Ideal Meeting Venue in Singapore

Among many things that you need to consider when planning a meeting, one critical factor that directly influences the success of the event is its venue. When selecting a venue, it is crucial to look beyond the costs involved in the process. Here's a look at the different aspects you should consider when sourcing the ideal meeting venue in China!

                                                        Img via Park Hotel Hong Kong

Size of Venue

What you should know before selecting a venue for a meeting is the number of people who'd be attending it. Therefore, before making reservations, get confirmation on the number of heads available on the particular date of the meeting. This way, you can have your pick at a proportionate venue to compliment your audience's size. Do not opt for a venue that is colossal if the audience is small, which would only work towards overwhelming them instead of the outcome you expect. Conversely, selecting a smaller venue for a large crowd would make your guests feel claustrophobic. Therefore, to avoid these types of calamitous situations, it is best that you conduct thorough research before confirming reservations at a venue. It would help if you targeted a venue that lets the attendees easily move about and connect.

Event Type

The ambience and the décor of the venue contribute significantly towards its success. It also can alter the kind of impression the attendees form in their minds about your organisation. If you're having a cocktail party or a gala dinner, you should be looking at a different set of requirements than if you'd do if you're planning on an idea-sharing meeting or an informal networking session. Many 4 star hotels in Hong Kong offer contrasting venues that suit the varying needs of their clients. You should always check their menus to ensure that the dishes compliment the tone of your event and whether the attendees' requirements are met. For example, if the participants of the events are of Islamic background, you wouldn't want to have any pork-based dishes on the menu, which would offend the guests.

Amenities

Before looking into venues, make a list of requirements that would come up as you visualize the meeting proceedings. Even an infinitesimal glitch in the proceedings can make a drastic change in the expected outcome. Anything that would negatively impact the company image must be avoided at all costs. For example, if you book somewhere without wheelchair access for a meeting where the said facility is needed, it would make everyone in the vicinity uncomfortable, diverting the tone of the meeting in a whole other direction. Moreover, you have to decide what kind of technical assistance you need to accommodate the meeting requirements. You need to check whether the venue assists only simple PowerPoint presentations or whether it can be adjusted to an immersive audio-visual experience. Most importantly, make sure that there will be technical support should anything go wrong in that department. Make a long-lasting impression on your potential business clients by selecting a venue with the latest high-tech facilities such as Park Hotel Hong Kong in China.

Location

The location of your venue should be easily accessible to the attendees of your meeting. Before confirming the venue, look it up online and do some research on its distance to the nearest airport or public transportation network. Some venues provide two-way shuttle services to the nearest airport. If you make reservations at one such venue, be courteous enough to let the attendees know about it beforehand to plan their travel arrangements accordingly. Moreover, check whether the venue has ample parking spaces and whether it lies in proximity to accommodation, dining options, and recreational opportunities to facilitate people who are travelling from a distance.