It takes a lot of organizing and planning to get your corporate events right. One of the things that can really ruin your plans is misunderstanding what your conference venue can and can’t do. From the get-go, you need to choose a venue that can help you iron out the details. You want to make sure you understand what your conference venue offers, so you don’t have any misconceptions that can really send your event off the rails. In this article, we will discuss some common misconceptions about conference venues to help you avoid a disaster.
Your Conference Venue Will Organize Everything
While this is true of some conference centres that Toronto offers, it is not so for all of them. That is why it is so important to choose a venue that can assist with the planning, so you don’t have to do everything on your own. Finding a venue that has a network of services, for example, can narrow down how many vendors and contacts you have to deal with. As well, a venue that offers an event planner and in-house catering really makes your job much easier. Always ask what your venue can and can’t (or won’t) do, so no balls are dropped.
Corporate Venues are Always Formal
When choosing your venue, you might feel a little intimidated by the appearance of some of the halls. This can make you nervous about plans you might have for something more fun or casual. Fear not. The conference centres that Toronto can offer tend to cater to their clients’ needs, so even if the hall seems fancy, the venue is designed to accommodate all forms of themes and events.
Make sure you examine the venue, and imagine how you can use it to your benefit. If they have all the services you need and seem like they can make things easier, speak to them about your plans. You might be surprised at how much they are willing to help make it work for you.
Conference Venues are Easy to Book
Yes, if the venue is free, it’s easy to book events. However, demand for conference venues might be higher than you think. Therefore, give yourself plenty of time to shop around for a conference venue, so you aren’t left settling on a hall that doesn’t suit your needs, or that is miles out, thus making it difficult for people to get there.
Conference Venues Handle the Clean Up
This can be a real surprise at the end of an event. Events are hard work to not just plan, but to clean up once everyone leaves. Make sure you understand what your conference venue will do to help clean up afterwards, and what you will be expected to manage.
For example, if the venue provided the electronic and tech for the conference, chances are they will wrap that all up for you. The same goes for things such as catering they managed. However, if you brought in many elements such as specialty décor, rented equipment, or your own catering team, you’ll likely be on your own to manage tearing down and removing that stuff before the next event.
Conference Venues Don’t Have Good Food
Before you start searching for a caterer for your conference, speak to your venue. You’d be surprised at the level of catering available today. Because clients have high expectations, many venues have really upped their game when it comes to onsite catering. From customized menus to having their own extensive catering options, you can taste the food and create the exact meal plan needed for your conference. Whether it is something simple like a Continental Breakfast, a lunch buffet with sandwiches and salads, or a full meal with several courses, the right conference venue has a chef on staff and an onsite kitchen where fresh food can be made to order for any event.
Conference Centres are Massive Empty “Industrial” Sites
Not so. You can speak to a long list of conference centres in Toronto offering all types of events. You don’t just have to speak to what one would consider a conference hall where massive empty industrial spaces are filled with booths or blocked off with unattractive walls to create smaller conference sites. There are smaller venues that cater to corporate and industry conferences from national companies to recruiting programs and industry shows to educational seminars.
Conference Centres Require Special Wi-Fi Connections
Many conference centres in Toronto can provide wireless and wired high speed internet, including 100 Mbps symmetrical fibre optic dedicated internet access throughout the complex. This is, of course, very important today with most attendees depending on their handheld devices to keep connected when visiting the conference.
You Need to Rent Audiovisual Equipment for Your Event
Again, not so. Most venues offer state-of-the-art audiovisual equipment that they happily set up and tear down for conferences. This makes it easy to keep your guests engaged, and allows you to plan presentations and keynote speakers to make your conference more relevant to attendees.