Conference Facility Limitations

Facility Considerations when Planning and Organizing a Convention

Mar 23, 2009 Joni Rose

Poor facility planning can pose problems when organizing a conference. Consider these common problems when planning a conference to prevent stressful situations.

Planning a conference requires careful consideration of the facility limitations and logistical issues. Common problems with space, guest room and parking limitations coupled with issues with catering, registration and exhibitor needs must be taken into account during the planning process.

Space Limitations

A common problem when using the same venue every year is that the participant list grows but the space doesn’t. If your venue has a limited number of rooms and you are currently booking them all, you may not be able to expand to allow for increases in participant numbers. Choosing a venue that can accommodate a wide range of conference sizes allows you to change your booking as your company or organization grows. Using the same venue each year can be a real time and energy saver as you do not need to learn a new room layout or logistical constraints each year.

Lack of Hotel Guest Rooms and Parking

If last minute registrations mean that there are not enough hotel guest rooms for out of town or commuting guests, then parking can also become an issue for those staying at neighboring hotels. If numbers warrant, organizing a shuttle by hiring a van to collect guests from the neighboring hotel(s).

Catering Issues

Common conference catering problems include forgetting to order sufficient vegetarian fare, serving foods that contain common allergens like nuts and seafood, limited varieties of beverages (include water and juice with the coffee, tea and pop), lack of healthy alternatives for weight conscious participants, and lack of variety (especially if the conference is over multiple days).

Registration Glitches

Server crashes, last minute registrations (and a lack of extra packages or name badges), last minute cancellations, workshops with low registration and presenters or exhibitors not considered in head counts can all pose problems for conference organizers. Having back-up systems such as printing out hard copies of all registration details, paper registration system as a back-up, blank name tags and extra registration packages can alleviate some of these potential problems.

Exhibitors Needs Forgotten

Exhibitors have needs that at times get overlooked when the focus is on workshops and participant registration. Typical needs include access to audio visual equipment (computer, projector, screen), internet access (including wireless access code) and extension cords. If AV or other valuable are part of a display, security is another important consideration.

Consider potential catering, space, registration, exhibitor, guest room and parking issues when planning a conference or convention. Planning ahead for potential facility related issues can make a huge difference in participant, facilitator and exhibitor satisfaction.

Related Article: Conference Scheduling Mistakes

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Conference Catering Problems