Conference Facilities Peterborough

What to ask when choosing a conference venue

Looking for a Peterborough conference venue? Finding the right conference venue can make the difference between having a mediocre event or a great event. In this article we evaluate conference facilities Peterborough.

Unfortunately identifying the right venue can prove difficult. With the selection of conference venues available appearing overwhelming. We have compiled the questions below to help you choose the perfect venue for your conference or events.

1. Availability: Is the date available?

This is our number one conference venue question and should be the very first question you ask when talking to the conference venue before you get into any detail about the event. It’s important to check from the very beginning that they have availability on your required date.

We have spoken with a number of event organisers who have spent weeks narrowing down their shortlist to the perfect venue, only to find it was already booked!

2. Capacity – Can the venue cope with my guest numbers?

So if the venue is available on your required date, the next step is to check the venue capacity. Size matters, you need to ensure that it can fit the number of guests you are planning. Importantly you need to make sure that the venue isn’t too big. There is nothing worse than having guests rattling around in an almost empty venue.

3. Food – Do they provide in-house catering?

Often one of the most memorable elements of a conference or event is the food. You can have the best speakers and motivational guests but if the sandwiches are dry and curled, that’s the element delegates will remember. If your conference or event requires catering, find out what option are available from the venue.

With vegan, gluten free, vegetarian, etc its important to ask about the food options they can provide to meet guests specific dietary requirements. Find out how flexible they can be, and at what point they need exact numbers for catering.

4. Car Parking – Is there local free car parking available

Typically the car is the most popular form of transport for people wanting to attend conferences in Peterborough. Link this to one of the biggest frustrations of people travelling to a conference is getting parked. Before the event has even started you can have delegates who are stressed and frustrated as they have had difficulty in parking.

Brightfield Business Hub Ample free parking spaces which means that parking for events is easy and one less hassle for delegates.

5. Transportation – Public transport, local transport and accessibility?

Does the conference venue have good public transport links. How far is the venue from Peterborough Railway Station. How easy is it to get a bus or taxi from the station? Can you cycle to the venue and if so are there secure bike parking facilities?

6. Conference Support – What support is provided on the day?

Conferences and events range from simple people orientated events through to highly technical audio visual extravaganzas. Will you need assistance setting up a stage, or technical assistance for lighting, projectors and sound. If you do it is important to check in advance if this is available.

Avoid your conference or event being disrupted by a technical hitch and chat with the technical people the event will provide in advance. If your not sure they will be capable you might need to arrange your own technical expert for your conference.

7. Price – How much does it cost?

This may seem an obvious question, but from a budgetary perspective it’s important to get a full idea of costs early on.

A reputable and professional conference venue will provide a complete breakdown of costs

• Venue hire
• Catering – per delegate cost
• Technical equipment
• Technical support
• Deposit required.

Getting the conference pricing information will allow you to weigh up your shortlist of conference venues on a genuine, like-for-like basis.

8. The legal stuff – Can I see the small print?

Once you have selected the venue for your conference, carefully check the contract before you sign.

• Is everything you wanted and agreed on, on the contract details?
• Did you miss anything out when negotiating what was included?
• From when you originally started planning have your conference needs changed – more delegates, change of menu, more breakout rooms, additional equipment needs?
• Before you sign the contract now is the time to spot anything missing, or included but no longer required.

Conference Facilities Peterborough – Audio Visual Equipment

A conference venue typically provides a range of audio-visual equipment to facilitate effective communication and enhance the overall conference experience. These venues are equipped with state-of-the-art technology to support various presentation formats and engage attendees.

At the core of the audio-visual setup, you can expect to find professional-grade sound systems that ensure clear and consistent audio distribution throughout the venue. This includes microphones for speakers and panelists, as well as amplifiers and speakers strategically placed to optimise sound quality and reach. Additionally, conference venues offer high-quality video equipment, such as large projection screens or high-definition LED displays, which allow for the projection of visual content, presentations, and multimedia elements to captivate the audience.

To connect these displays to various devices, venues provide an array of video input options, such as HDMI, VGA, or DisplayPort. Lighting systems are also essential components of the audio-visual setup, ensuring proper visibility and ambiance during presentations.

Conference venues often offer adjustable stage lighting, spotlights, and dimming capabilities to create a suitable atmosphere for different types of sessions. Furthermore, audio-visual technicians are typically available on-site to assist with the setup, troubleshooting, and operation of the equipment, ensuring smooth execution throughout the event. By providing comprehensive audio-visual equipment, conference venues aim to deliver a seamless and immersive experience that facilitates effective communication and impactful presentations.

Conference Facilities Peterborough FAQ

It can be daunting looking for or investigating conference event options. To help you identify the best type of conference facilities we have created a number of informative articles

• Serviced Office Space vs Leased Office vs Flexi Offices
• Questions to ask before renting flexible office space
• Commercial Office Space Peterborough
• Conference Room FAQ’s
• Coworking Space Peterborough
• Rent A Desk For A Day
• Flexi Offices For Changing Times

Whatever your conference requirements, call Michelle on 01733 595885 or email reception@brightfieldbusinesshub.co.uk and we will advise you on your options.

For information on short term self storage facilities that are ideal for businesses click here