Choosing a conference venue is no easy task and trying to please all the conference delegates while also pleasing management by coming in on budget but still producing a memorable event is even harder. There are a few key items you need to ask yourself to make sure you are getting the best value out of your choice of conference venue.
- Is the conference room flexible?
Selecting a conference room that is too large or too small for the number of delegates can leave a lasting impression of a failed conference. Make sure to ask about the different seating arrangements and if there are any break away rooms available to aid in your conference schedule. Take into account periods where those attending the conference will be heading for lunch or taking short tea breaks, is there a separate area for them to do so where it will feel like they are not still confined in the room.
- Does the conference venue provide accommodation?
An important factor to consider not only for saving costs but also to reduce the hassle of arranging the logistics of transport and the costs associated with moving all of your conference delegates. Accommodation at the conference venue can save you time, money and has the added bonus of making your guest more relaxed as they can quickly head over to their room to freshen up or collect anything they may have forgotten.
- Are there any activities available at the conference venue?
Naturally for multi-day conferences you will not be spending all of your time indoors, it is important to provide a way for conference delegates to take a break from the rigours of the day and unwind with some activities, such as golf, spa facilities, bowling, tennis, mountain biking, hiking, putt-putt or even a light swim and relaxation by the pool. Your choice of conference venue should have activities available to keep everyone entertained and less stressed.
- How does catering at the conference work?
Feeding your family is one thing, feeding a conference room of people is a completely different undertaking. Undoubtedly you will be able to source external caterers but having the catering done in-house brings the added benefit of local experience and an understanding of how much food is required per guest. Be sure to ask about specific dietary requirements and if the conference venue would be willing to build an option to suit your specific conference needs.
- Are there any special conference AV features?
Among the top costs for any conference event is the sound and audio-visual equipment hire. This is something that is imperative to get right as it will be the sole focus of the conference on many occasions from speeches to video and to presentations. Ideally your conference venue choice will provide an in-house team of experienced experts who know your room and setup and will make sure the event runs without a hitch.
If you are looking to book a conference then the Champagne Sports Resort, situated in the beautiful Central Drakensberg, provides everything you require to host a conference that is sure to please everyone. Get in touch on +27 36 468 8000 or email conferences@champagnesportsresort.com to find out more download the 
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