Whether you are looking to plan your next annual conference, educational seminar, or member networking event, every association finds themselves looking for a reliable venue at some point. When communicating with possible venue options whether they are convention centers, hotels, or resorts, it’s important to think about all aspects of your event from room capacities and staffing to audio-visual and catering options. We have compiled a few questions for your planners and committees to ask potential venues that can help you ensure that your event needs will be met and your planning experience will run as smoothly as possible.  

1. What are some of the ways that you have seen other organizations make a lasting impact on their attendees?

Some of the most memorable events that we have seen at the Horizon Convention Center have included dynamic keynote speakers, impressive signage throughout walkways, and a variety of engaging games offered to attendees during social events. When exploring all that potential venues have to offer, ask the staff about what they have seen that has worked well and what they would recommend to your association to engage attendees. Keep in mind that the venue you choose is a large part of the lasting impact. Between the cleanliness of restrooms to the tenderness of the grilled flank steak, many of your attendees will happily give you feedback on the impact that the venue itself had on their experience.

2. How can we make the most of our food and beverage budget?

With many venues requiring the use of their in-house catering, sometimes it can feel overwhelming to choose what will work best for your event and your budget. One suggestion is to look at meals that you know you can cut back on. Consider options like having attendees eat meals outside of the venue (support local businesses!) or look at à la carte or concession options through catering. In order to avoid unnecessary fees, be sure to put in place a thorough and efficient digital event registration process, offering dietary accommodations upfront and setting a deadline with plenty of time for you to submit numbers to your venue.

3. What is the availability of the staff throughout my event?

Some venues have several events going on simultaneously, making it easy for your event to not feel like a priority. Knowing who all will be designated to tend to your specific event needs is helpful to know ahead of time, so that you aren’t caught off guard the day of your event. At the Horizon Convention Center, we only commit to the number of events that we feel comfortable giving our best service to. We give clients access to the phone number of our responsive Event Services team members in the building, so they always have someone they can text or call with immediate event needs. We also offer the option of hiring an AV Technician through our in-house AV provider who is there for the entire event, able to address all technological needs in a timely manner. All of this is supported by your designated Manager on Duty, often the very person who has worked with you throughout your entire planning process.

4. How do you handle last-minute changes or unexpected challenges during an event?

Choosing a venue that has accommodated a variety of groups and events in the past is important as their staff has likely encountered many different challenges or situations that required quick thinking and immediate response. Talk with your venue coordinator to brainstorm possible situations that may come up and create a plan for how to tackle these should they arise.

5. How can we make the most of the technology and AV capabilities your venue offers?

In order to make the most of your AV budget and the options that your venue offers, it is important to communicate closely with your Venue Coordinator and the AV service provider to see what the options are and use their experience to make the best recommendations for your association’s needs. Depending on the breakout space, you may not need a microphone or with a certain guest count, a flying projector screen may be suggested over a tripod screen placed on the ground. Communicate your AV needs closely with the venue, as they know the facility better than anyone!

6. Are there details planners often overlook when it comes to event logistics?

You don’t know what you don’t know. Be sure to keep the lines of communication open with the Sales and Event team at the venue to learn what works best for groups like yours. Get a feel for how the staff works together to find out answers to questions they may not know or observe how people with less event exposure refer to more senior members who have seen what works best.

The best way to really know if a venue is right for your association is by visiting the site in person. Schedule a site visit today with the Horizon Convention Center to ask us your venue questions and decide if we are the best fit for your unique event needs. The Horizon Convention Center offers an adjoined host hotel with 150 rooms connected by an indoor corridor, 12 possible breakout rooms and the ability to comfortably accommodate 700 people for a plated meal in the largest meeting space. Reach out to the Sales team to connect today!