Top Ten Things to Consider when Selecting a Conference Site
A sampling of the criteria that should be established when selecting the next location for a conference. It really does involve more than throwing darts at a map.
Have a Formal Geographic Rotation Policy in Place
Conference sites should rotated to various locations, such as east, west, central to ensure equitable travel costs for members over a span of years. This rotation should take into account the actual distribution of your current and prospective members.
Ensure Adequate Meeting Space
The meeting space assigned for the conference should provide for general sessions, break-out rooms, and exhibit space as consistent with meeting requirements. It should also account for any special or ancillary functions held before, during or after the conference.
Be Sure the Host City is Easy to Reach
Reasonable airfares and frequent flights should be available to the majority of potential attendees traveling to the host city.
Establish a Room Block
Ensure the conference property or nearby properties have adequate sleeping rooms (both in quality and in quantity) for conference attendees at a reasonable rate.
Confirm All ADA Requirements Are Met
While conducting the site visit ensure that the property and your potential meeting space are not only current with all ADA requirements, but that all alternate-access points and ramps work logistically with the meeting.
Meet Audio-Visual and Technology Needs
The property should have the capability to provide the audio-visual and internet/wireless services required for the conference. If not, confirm that they are willing to work with an outside company who will provide those services.
Outline Needs for Public Service Areas
Specify space needed for attendee registration, networking receptions or any other events taking place in foyers or potentially public space.
Ensure Adequate Public Access and Parking
Conference attendees from the host city are as equally important as those traveling nationally or internationally. The property should be accessible by public transportation and have enough onsite parking to accommodate local participants.
Provide Adequate Entertainment and Dining Options
Do the conference attendees enjoy visiting local restaurants, bars and tourist attractions? Of course they do. Ensure the property and its surrounding area have enough to keep them entertained.
Conduct Site Visits
When locations are found matching the conference’s criteria, visit the location to personally tour the property. Ideally, three separate site visits should be made.
Research Political Atmosphere
Avoid cities and hotels that may be the focus of a labor, civil rights or human rights action/boycott.
So to recap... while throwing darts in an office environment may be fun (and slightly dangerous) it makes it hard to explain why a 5,000 person meeting was relocated to the middle-of-nowhere.
