The Location of your next conference is the most important step in your planning process. What should you consider when making this key decision?
When securing the perfect location for your next conference in Cincinnati, Dayton or Columbus or the Wilmington, Ohio area it’s important to know how many people are expected to attend and making sure there’s enough space for everyone. The flexibility of the venue to accommodate large groups or intimate breakout sessions can factor into attracting a variety of conferences and special events.
Size and Space Matter
Whether the conference is planned for a group of 50 or for thousands, the size of the venue needs to be a comfortable fit for all audiences. A small group conference may be overwhelmed in a large space so work with the venue staff in planning so they can suggest the space that will work. And if the space is too small for a large gathering it may jeopardize the effectiveness of the conference.
It’s important to ask about the seating space for each room and whether a large space can be divided into smaller areas. Let the planning staff know if your conference will need a main area, large enough to seat all attendees for a mass session. If the conference will need to utilize several breakout rooms, make sure to go over the logistics of everything to ensure conference goers will be able to transverse the venue with ease for workshops and presentations.
Also work with the staff to have a contingency plan if conference attendance numbers exceed initial projections. Is there additional space available to accommodate the overflow?
Having things on-site at your chosen venue will make planning much simpler. Remember, the less you need to bring into your chosen space, the easier it will be to conduct your event.
For example, inquire before you book if the site offers catering. If not, make sure you understand the rules about bringing outside food into the venue.
Technology available at the conference location is also key. Inquire about what is available on-site and what you need to bring. Make sure you cover details like WiFi availability, additional electrical plugs for charging cell phones and more, and presentation materials like projectors and screens.
Pick your Conference Venue
The Roberts Centre in Wilmington, Ohio is a perfect conference venue for Cincinnati, Dayton, Columbus or Wilmington, whether used as the testing site for the Ohio State Bar Association or hosting the 2015 Ohio State of the State Address.
The Roberts Grand ballroom at the Roberts Centre can accommodate 4,600 people in theater-style seating. The space can be divided into four smaller rooms. In addition, the facility has an additional wing of meeting. Depending on the seating arrangements, the spaces can accommodate 12 to 90 people in the Franklin rooms; 15 to 150 people in the Hamilton rooms. In addition the Liberty Room is also a space that can seat 25 to 100 people.
The Wilmington and Montgomery boardrooms are located in the adjoining the hotel; the Holiday Inn. In the Wilmington Boardroom 20 people can be seated conference style; while in the Montgomery Boardroom is suitable for 10 people.
Let our staff know the details of your next conference so they can help you work within your budget to pull it off. Start by requesting a proposal or call 937-283-3275 to speak to our professional event planner.
Tags: planning, professional conferences