Tips for Dealing with a Conference Venue

Dealing with a Conference Venue

If you are in charge of planning a conference, you probably have a lot currently on your plate! You’ll be busy with investigating different conference venues, choosing the right one for the event, booking the catering, planning the transport and all other details. There is a lot to figure out and the conference venue will be your main point of contact when you are arranging all of these details.

There are a few things that you should keep in mind when you are communicating with a conference venue, such as Carden Park in Cheshire, so that you can get the best possible results.

Carden Park in Cheshire

Establish a Main Contact

When you are dealing with a conference venue that has multiple staff members, it is a good idea to choose someone with whom you will have as much as your primary contact with as possible. This makes it much easier, as you don’t have to explain what you need to multiple people over and over again. Once you establish a rapport with one staff member and they start to get to know the details of your conference, you’ll save a lot of time and they will be able to offer you more personalised assistance.

Ask As Many Questions as You Like

When you are choosing a conference venue you will likely have a lot of questions about the facilities, the location, the process, the booking fees and all other aspects of the arrangement. It is important that you feel secure and confident in asking as many questions as you need to. Don’t be afraid to ask those questions!

The conference venue should be happy to answer your questions so that you can better determine whether or not their venue is best for your needs. If they seem like they don’t want to answer your questions, this is poor customer service and not what you are looking for.

Politeness Goes a Long Way

When you are dealing with the staff at a conference venue, politeness and kindness really goes a long way. If you are rude and abrupt with the staff, it is likely that they will not go above and beyond to help you in a situation where they could. They will be professional because it is their job, but they will not do more than the minimum. However, if you are kind and friendly the staff will naturally want to help you more and they will be more likely to go above and beyond to make sure that you have a good experience.

See If They Are Willing to Be Flexible

A good conference venue will be opened minded and flexible when it comes to their event packages, so that you can find the package that suits you the best. They might even be open minded to the idea of creating a custom package that is specifically designed for your needs.

If the conference venue is too strict and stuck in their ways and they are not able to adjust things to your requirements, this might make dealing with them very annoying and frustrating.

Get a Quote and Contract in Writing

When you work out a deal with the conference venue for hosting your event, it is a good idea to get the quote in writing. It’s simply good practice, in case a dispute over the arrangement comes up later with the venue. You’ll be able to pull out the contract that you drew up so that you can see exactly what both parties agreed to. Hopefully there will be no need to resort to referring to the contract during a dispute, but you never know what might happen.

Show Your Appreciation

If your conference goes off without a hitch and the staff at the conference venue had a lot to do with it, make sure that you show them appreciation. It doesn’t have to be anything elaborate, it can be a simple Thank You card and a small gift – but it really means a lot. The staff members will remember you and if you decide that you want to plan your conference at the same venue next year – you will already have a loyal team eager to make you happy again.

These are just a few tips to keep in mind when it comes to dealing with conference venues in Cheshire, so that you can have the best experience when you are planning your event.