Whether you need to hold a meeting, exhibition or simply business talks, if your office doesn't have the facilities you need it's worth considering nearby conference centres as a venue.
There are few things to remember when booking the facility.
Firstly, you need to know how many people are attending the event so you can book somewhere of the right size.
The last thing you want to do is book somewhere that is too small (so there are no seats) or too big (the room looks empty).
So ensure you ask for an RSVP for ASAP when sending out your invites.
Once you know who is coming you know where you can hold the event.
You will need to consider where people are coming from, are they all local or are some coming from out of town? Some attendees may be travelling from different countries in which case you will might need a conference centre near the airport.
It is wise to book well in advance so you don't lose the slot you want.
Obviously this will depend on how popular the venue is, but its worth remembering that the date of the conference could well be the deciding factor and could influence where you go if your first choice of venue is unavailable and you are unable to change the date.
Make sure you make a note of what facilities you need, therefore if you end up at a venue you hadn't anticipated you are able to tell them your requirements.
In addition things like a projector, laptop, internet access and speakers, the attendees may appreciate if other conference facilities include a restaurant or café.
Decide where you want refreshments.
Breaking every couple of hours for a drink and biscuit will help to keep delegates interested and could make a long day go a little quicker.
It's worth asking whether the conference centre can provide the refreshments if not you will need to arrange for them to be provided by a third party.