How to Choose Event Locations

Today many out of town resorts are so developed and sophisticated that having a seminar or conference becomes very attractive to firms. These resorts invest in having facilities close to a golf course, swimming pools and sauna bathrooms, and other types of physical recreations.


Growing firms today that do business globally are always geared to the training and development of their employees, especially as one goes higher in the managerial rung. It has become necessary, nay, imperative that whenever a conference or training event is to be held that the correct place be chosen. No matter how much a firm spends in terms of equipment, speakers, and other necessary tools to achieve success, it is still important that the correct venue or place of event be selected.

The first thing that one asks is, what is the purpose of the event? It is no different from selecting the place for a birthday party, a wedding reception, and more. Asking the correct question can produce and better guide one through the selection process.

For a training program, to mention one type of event, it is also important to ask what will be taken up and what level employees will participate. Will it be populated by local employees or participated in by foreign officials? Is it going to be a training program that will last only for eight hours or one that is termed a retreat where the total hours could expand to 24 training hours, or is it a weekend? This type of weekend seminar usually starts in the afternoon of a Friday through Sunday evening. The daily schedules would start at about 9 a.m. up to 5 p.m. with the usual mid-morning coffee lunch and afternoon coffee breaks. By Sunday, the sessions will be the winding up or wrapping up the topic discussed, leading to the closing remarks or awarding of certificate of attendance and the end of the session. If it happens to be a three-day seminar, and the participants are middle to upper management levels, the choice is usually out of town in some resort with excellent conference rooms and audio visual aids; and above all, with some recreational activities for the participants to use every day after the seminar sessions end.

Today many out of town resorts are so developed and sophisticated that having a seminar or conference becomes very attractive to firms. These resorts invest in having facilities close to a golf course, swimming pools and sauna bathrooms, and other types of physical recreations. In the evenings, they have the latest movies that can be viewed after dinner by interested participants.

If you happen to be the person to arrange for the event, and unless you are familiar with a chosen venue, it is important for you to fully review a site in person before signing any agreements. There is no substitute for an actual visit and ocular inspection and testing of all offered services, and yes, bring a checklist to make sure you don't overlook any important details. To help keep you organized, keep basic contact information about that venue on the same document, so you can refer back to it in case you need to call any of the key contacts for any reason. Your checklist should include items about the hotel amenities, facilities, audio visual aids, food and beverage, and budget.
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