One of the most important aspects of hosting corporate events is choosing the venue. The venue can break or make an event, therefore, it necessary to consider many things while choosing a conference venue. Many corporates either search for one themselves or hire an event planner to pick the right venue. Either way, it would help to observe the below pointers when selecting a conference venue.

The location 

Location and accessibility are the most essential aspect to consider. Ensure that the venue is accessible to all your guests or delegates. It should be at a well-connected location easily accessible by the mode of transport your guests are more likely to use. Remember that lower the accessibility, lower the attendance. Find out if the location is close to airports, train stations, and main roadways. Also, if your guests have to go through some difficulty to get to the venue, they may not be in the best of moods, to begin with, which is not very good news. Most meeting venues in Mumbai are conveniently located.

Budget

Allocate the budget according to the priorities before you look for the venue. Take into account every little detail so that you may not be surprised with a huge bill to foot at the end of the conference. In any case budget for unforeseen expenses as well. Talk to your event planner or venue coordinator if the venue cost can be negotiated. Ask if they offer any package deals. Take down the details of the packages, study them and make a wise decision. Compare costs with other locations. Ask if there are any hidden costs. It would help to keep major expenses within budget. Find out about the payment modes as well. Learn more about their cancellation and refunds policy. Consider online venue booking to save on your resources.

Facilities

Find out what facilities are available at different venues in Mumbai and at what cost if at all. A venue that provides facilities like the projector, white board and speaker system would add value to your event. For a conference, you would need excellent Audio Visual system, Wi-Fi or internet facility and lighting facility in the meeting rooms or conference halls. Ask if the there are suitable power points and unobstructed views in the conference hall.

Service and staff

Service is a critical aspect of good customer experience. When you have finalized a few event venues in Mumbai, visit them personally. Find out if there will be enough staff to provide the required services on the day of your conference. Ask details of the services provided be it of the support staff or security and whether they have experience in handling conferences. Observe the reception and staff’s approach. Are they friendly and welcoming? Is that how you would like your guests to be welcomed? Attentive and patient staff is important to put your guests at ease.

Space and seating

Before booking your venue check the space and seating arrangements of different meeting venues in Mumbai. Is there enough space to accommodate all your guests? It should be neither too big nor too small. Find out if the seating arrangements are flexible? Is there enough room for free movement? An ideal conference venue will have several breaks away meeting rooms.

Catering

There could be nothing worse than a poor menu to ruin your event. The quality of food is extremely important as this leaves a lasting impression in the minds of all your guests. Also, ensure that the caterer takes care of special dietary requirements of your delegates. If possible, during your site visit try and sample the menu at the venue. A Venue that provides the catering facility is very convenient but in case you do not prefer their cuisine it doesn’t hurt to ask about alternate arrangements. It pays to be cautious. Sharing a great meal with your guests is a great way to create positive relationships. Excellent cuisine has been known to make all the difference in closing a deal or gaining a new client. Presenting a fine dining experience to your guests will also convey the importance you give to your association with them.

Parking 

This is one of the essential aspects that concern the comfort of your guests. Check if there is a car park and how much space is available and whether there are any costs associated with it. Providing free and secure parking to your guests will put their minds at ease, and you can have the best of their attention at the conference. 

Book your event venues in Mumbai right here.

Wheelchair friendly

It is necessary to ensure that your venue has easy access from outside and within for those in a wheelchair. It wouldn’t do to have any of your physically challenged delegates or guests face inconvenience due to lack of necessary facilities.

Accommodation

If your conference is going to be held for more than a day, it would be wise to provide comfortable accommodation to your guests. Choose a venue that provides accommodation as well, to suit the convenience of your guests. Also, at the end of the day, your guests would like to unwind. Therefore it would be preferable to choose a venue with good dining, bar, spa, unlimited Wi-Fi, and other facilities, etc.

Find excellent banquet halls in Mumbai.

Ambiance and experience

It is always worth visiting the venue to get a feel of the place before you make your decision. Consider whether the venue befits your company’s image and whether it will appeal to your target audience. Does it convey the impression you intend to have on your guests? Are the decor and furnishing appropriate? Or is there room for changes? Elegant simplicity should be the watchword for the ambiance of the venue. Are they flexible enough to accommodate all your requirements? Do you think your guests will be content with the venue? Is the ambiance worth a second experience? 

              Since the job of choosing the right venue is a huge responsibility, it would be wise to take the above points into consideration while choosing a venue for your conference.