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Are you planning a training workshop or event? Content will always be the most important factor of a workshop but logistics are often overlooked during the event planning stages. This has a big impact on the comfort of your guests and overall memorability of your event. Considering the following six points will ensure your event is remembered for all the right reasons and score you extra brownie points with your attendees.
Ensure your event space is well served by good transport links or has parking facilities. Make it easy for attendees to attend and provide them with a good printable map with transport and parking information in your pre-workshop delegate pack.
Are the toilets near your training room or will you and your guests have to race up two flights of stairs for the nearest washroom? Don’t overlook the importance of nearby facilities. Fact: Your guests will take a toilet break during your workshop – you don’t want them to miss any of your important content and neither will they.
3. Going up?
Is your room on the top floor of a six story building with no lift or in a windowless basement? Consider accessibility as well as ambiance when choosing your meeting space. Ideally a room on the ground or first floor with plenty of natural daylight. It will keep everyone perky and create a sense of space.
Ok, so if it’s mid-winter maybe a cosy basement room isn’t such a bad idea. However, guests will want to check-in coats. Find out where these can be securely stored. Summer will be the opposite – think natural daylight and air conditioning.
It’s not unusual for venues to charge extra for equipment, such as flip charts, projector screens and especially AV equipment which can turn your good value workshop into an expensive event that eats in to your budget. Consider your equipment requirements and discuss everything with the venue before confirming your booking.
What’s included, where is it served and when do you want it? Discuss this with the venue and arrange refreshment breaks around your workshop agenda. Remember to consider the dietary requirements of your guests and communicate this to the venue to avoid any embarrassing situations when refreshments are served.