From inspiring your staff to winning new business, holding successful meetings is key to the success of your organisation. Business meetings are important communication opportunities and just as most communication is non-verbal, your choice of venue will say just as much as you do.
When choosing a business meeting venue, you need to think about what message you need to get across and who you are talking to. Who is your audience and what are their motivations? If you are pitching an advertising campaign to a government client for example, their motivation is very likely to be fear of failure rather than chance of success. Your venue needs to say your company is secure, careful, takes no risks and gets the job done. If you are motivating your staff during times of uncertainty, your venue needs to put a positive image across. It needs to show the company is in good shape but at the same time not wasting money on overly expensive meeting venues!
Everything about your meeting venue carries a message. Your audience will take in a lot more than you think from every aspect: location, layout, facilities, food and more. The following tips will help you choose the right business meeting venue and make your meeting a success.
1) How many people are attending the meeting? This will affect the size of venue needed and the facilities you will require. It's important that your venue is not a squeeze for your guests. If you can't afford a big enough location, invite less people. The comfort of your audience is key to successfully communicating your message or ideas.
2) What is your budget? Shopping around is important. You want the best for your money and you need a host you can trust. De Vere Venues is top of the list of the UK's leading companies for training, conferences and meeting venues - so you know you will be in good hands there - but there are many other companies out there. If possible, visit the venue before you book so you know exactly what you are paying for.
3) Who will be attending the meeting? Great but unusual ideas for venues will be lost on some audiences. For example, you can hire kitted-out tree houses which are great for inspiring your staff but may well be unsuitable for presenting sales figures to executives. Try to think outside the box but know your guests and try to consider how they will react to your choices. Old fashioned business people can be unimpressed by unusual venues and some audiences may be too distracted.
4) What facilities do you need? You may just need a small room to go over some documents, or you may need a 1,500 capacity business meeting venue with state-of-the-art AV equipment. There is nothing worse than turning up to a venue and realising there is no internet connection or projector. This poor planning will be noted by your guests and affect how they see you and the meeting. Food is an important consideration. If you need catering facilities at the venue, how good are the cooks? Good food positively affects people's moods and can impress potential clients, giving them reason to trust your judgment. Bad food on the other hand has an even greater negative effect. Try and find reviews for the venue's restaurant on sites like Qype or even Google Maps, alternatively go and try the food yourself.
5) How will people get to the venue? If you hold a meeting in a very remote location, by the time people arrive they may be stressed from trying to find the venue or tired from a long journey. This will have a big impact on their mood and concentration. They may attend the meeting with a subconsciously negative perception about your communication before you've even started or they may be so tired they take nothing in! Make sure you pick a venue that is close and easy to get to. If you choose a location that is quite far from some guests, you may want to make sure it has accommodation or accommodation is available close by. If people are flying in, this is important so that they can stay overnight and wake up refreshed. Also, a venue near to the airport would be best.
With these important considerations in mind, visit De Vere Venues and see what their 30 UK locations have to offer you and your business.
De Vere Venues is top of the list of the UK's leading companies for training, conferences and business meeting venues
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