Questions to ask when choosing a venue for a corporate event or conference
If you’re responsible for selecting a venue for your corporate event or conference, we understand the stress you’re under. The best place to start is to have a solid understanding of what you want your conference or corporate event to be. You should know the questions to ask the venues you contact and be able to answer the questions they will ask of you.
Every venue will have pros and cons, so be prepared for a little give and take in your selection process. While Monona Terrace excels at hosting conferences and corporate events, we may not be the right choice for you. This article will help inform you of what to expect during your search for the right venue partner and prepare you for success. Just include us in your search process!
Conferences Versus Events
There’s a difference between the two and choosing the right venue depends on you knowing the difference. Typically, a corporate event takes place in a single space within the venue and is more likely to serve food/beverage for corporate attendees and guests. Multiple speakers on stage along with screens for presentations are likely. Corporate events, like shareholder meetings, often have podiums for the audience to speak.
Conferences often are categorized as events. And while a conference is certainly an event, much more can go into a conference that will impact your selection of a corporate conference venue. There are several things to consider, such as:
- Is it a multiple day event?
- Do you need booth space for multiple vendors/partners?
- If so, do booths need power, pipe/drape and lighting?
- Do you require breakout rooms with A/V?
- What about private meeting rooms?
- Do you plan to serve food or host a reception? VIP spaces?
- Will there be a keynote speaker(s) requiring seating for hundreds or more?
A lot goes into deciding a venue for a conference. Monona Terrace has hosted thousands of conferences, accommodating events of all sizes and unique requirements. Our expertise can help you plan a successful conference that is appropriate for your size, duration, and needs. Let’s start with a few things to get your planning process off on the right step.
Before you ask questions, have some answers
You don’t know what you don’t know, as they say. If you’re starting from scratch, it helps to have answers to questions that any corporate event venue will ask. Here are a few things to know before you start making calls and filling out forms on a corporate venue website.
The Basics
How long will the conference last (half day to multiple days), and how many guests will be in attendance. And if you need the conference to have virtual components, this is a key consideration for any venue. Other things include parking, overnight accommodations (if needed), security, and any special requests you may have.
Programming
It’s important to have some details about how you foresee the event taking place. Is this a corporate retreat or a larger, multi-organization gathering? Do you have a schedule of events for speakers, breakout sessions, and entertainment. Or do you envision more of a party atmosphere for people to socialize?
Food/Beverage
Will you require food, such as appetizer passes for a reception, full bar for post-conference networking? We have gourmet, in-house catering to serve any number of guests with dozens of food/beverage options, from tray passes to elegant fine-dining, and outdoor receptions.
A/V
Solid A/V can take a conference to new levels, and it’s more than a few video screens, lights, and a PA system. Monona Terrace frequently sets up multiple video displays, including a massive 45’ x 15’ projector/background combination. Plus, high speed Wi-Fi extends throughout our complex. We can also set up state-of-the-art monitors, lighting, and sound in multiple meeting areas simultaneously.
Envision Success
What does success mean to you? Your venue partner will measure their success on how satisfied you are with their performance. If you don’t know the answer, it’s more difficult for them to deliver. So define success and make sure your venue coordinator knows as well.
Knowing what you want will help you narrow your list to just a few meeting venues in Madison, Wisconsin. Now it’s time to ask them the questions that matter to you!
Ask the Right Questions
You probably have a laundry list of questions ready to go. We encourage you to ask all of them. However, there are key questions that event planners sometimes miss which are crucial to the decision-making process.
What services do you offer?
We’ve been hosting conferences for nearly 30 years. In that time, we have discovered what our clients want and need the most and have honed our offerings to meet those requirements. Often we have capabilities that our clients discover and add them to their plan.
The best place to start is on a venue website and review a list of services. If it’s vague or non-existent, that should raise a red flag. If you plan on bringing in your own vendors for food, A/V or anything else, make sure the venue is willing to allow this.
If you require booth exhibit spaces, find out how the venue handles their unique needs. For instance, what’s the load-in / load-out timeframe? If you need power, how is that handled? Do exhibitors need to bring their own monitors and pipe/drape? Also, have an idea of the flow of foot traffic to ensure you don’t have bottlenecks of guests or outlying areas no one will visit.
If you’re planning a ticketed event, this poses a new set of challenges. Make sure your venue can handle gated entry and security, places for registration, badge creation, and a lobby. For sure technology has evolved to allow for efficiencies, but on “game day” you have to expect the worst. Your vendor should be prepared for anything.
Lastly, many conference planners like to host outdoor receptions. With our rooftop garden, Monona Terrace is uniquely designed to handle all your guests for a welcome reception and then move them indoors for the conference.
Will I have a single contact person?
Having a primary point of contact is key. This person must be empowered to make decisions on-the-spot. And ideally, they will be present on the day of your conference. However, many venues including Monona Terrace have dedicated “day-of” coordinators that are trained to deal with issues during the conference, should they arise. (yes, they always do!)
What is my total time on-site?
Your conference will encompass much more than the advertised duration. You and your vendors need time to load-in and set up as well as break down and load-out. You and your vendors should plan around the venue’s timeline, which will be strictly enforced and likely included in their contract.
Will there be additional costs?
When reviewing a venue’s contract, take note of what’s included in the basic cost. This cost might just be for reserving time and space at the venue, leaving everything else as an additional, and often, unstated cost. This could include parking staff, security, servers, a damage deposit, and an upcharge if you’re late moving out. Also, be clear on their policies for refunds and cancellations.
Who handles insurance and certification requirements
Your conference will require insurance, which may be supplied by the venue (for an additional cost). Or you may be required to show proof of insurance. Furthermore, your vendor may need to have specialized insurance for the services they will provide. Certain certifications may be required, so be sure to double-check with your venue’s coordinator. For instance, if you’re serving food at a venue that doesn’t cater, you’ll need to have a temporary food service permit.
What is allowed and what is not allowed?
Weddings are more scrutinized due to random special requirements, but conferences and conventions should also be mindful of what they can and cannot do/bring. For instance, often open flames are not allowed, as well as certain types of decorations, which might have flame retardant requirements. Or if there’s a local noise ordinance, you may have to shut down a DJ at a certain time.
What are your protocols for security and safety
Any venue will have protocols and procedures in place due to their own insurance requirements. Make sure it all aligns with those of your company. There are times when a conference client may need the venue to provide more, at an additional cost.
Ask for references
Most professional venues will have a list of references you can call. It helps if they have references for conferences similar to yours in scope, style, and services provided. Call the references. You’ll get anecdotal information and be able to select a venue partner with confidence.
Ask for a sample contract
They will expect this request. It’s up to you if you want to have your legal team review and red-line it. Bear in mind, if you come back with significant changes to their existing contract, you may be told to select a different venue partner. Reviewing their contract is more about looking at the fine print and understanding when you might be in violation of the contract and what costs are associated with violating the contract.
Do your research
If you’re not an expert at conferences, don’t panic. You’ll find most of the information you need on the Internet. Visit websites. Ask questions. Reach out to other experienced conference planners. Dive in and ask all the questions you need to ask. Any venue you want to work with will welcome a curious, question-asking client.
Experience Matters.
Reduce the stress in your conference planning by hiring a partner who has the expertise in executing the kind of conference you envision. Monona Terrace has been the go-to for conference planners, wedding planners, and anyone tasked with setting up an event in Madison Wisconsin since our opening in 1997. The million-dollar views, flexible spaces, and Frank Lloyd Wright design are sure to impress all attendees. Combine this with our top-drawer offerings and unrivaled service, and we will ensure your conference is the best it can be.
Learn more about Monona Terrace and our outstanding facilities and services for events and conferences.