Nine Considerations Helping to Select the Best Conference Hall

If you have an upcoming event in Bhubaneswar, then you need to hire the best conference hall. You need to choose the best hall as that can make or break an event. There are many such halls, but to select the best conference hall in Bhubaneswar, you need to keep in mind the below nine considerations.

Budget

There is a budget for organizing the event. The budget includes the cost of the conference hall along with other expenses. You need to stick to the budget while selecting the hall. If you see that a liked hall is costing more than your budget, you can ask for a discount if you have a multi-year contract. If you have flexibility with date and time, you can also have the hall at a discounted rate. It is better to negotiate at first and then hire. Otherwise, you may burst the budget leading to cut in other expenses.

Location

You need to pick a hall ideally located so that your attendees can come comfortably. Have a look at the public transport links. If you see that the hall has a position close to airports and rail stations, then that can be an ideal choice. Not all your attendees will avail of public transport; some will come in their vehicles. So, you need to have a look at the parking facility offered by the venue.

Capacity

It would be best to have an approximate count of attendees before you venture out to book a conference hall. You definitely, do not desire that some of your attendees have to stand during the event. Booking such a hall will be a disgrace on your part. While selecting a hall, the hall’s capacity needs to be a bit more than the approximate number of attendees. It is best not to choose a conference hall having theater-style seating as attendees may need to use laptops and take notes.

Features

You need to select a hall that can give you access to all amenities you desire. You need to look at the A/V equipment, microphones, kitchen services and access to a wheelchair. You also need to have a look at the set-up capacities and if you can use the breakout rooms if necessary. You also need to know if you can have your catering organization to have refreshments during the event. If hiring a private caterer is not possible, you need to know if the in-house caterer can serve your desired drinks and refreshments.

Staffing

You can’t manage everything on the event date. You need to have a look at the availability of concierge support, waitstaff and security to help. You also should ask if there would be a dedicated hall coordinator to manage any untoward incidents. It is good to know about tech support available so that any issues during a presentation can have proper handling.

Branding

As stakeholders and sponsors would be attending your event, you need to pick a conference hall that genuinely reflects your brand image. You need to enquire if there would be other events in other conference halls, which can clash with your brand image. It is best to know about the signage and branding options that the conference hall can offer.

Accommodation

If you have an event running for days, you need to pick a conference hall attached to on-site accommodation like a hotel or a resort. If you select such a hall, it will allow your attendees to rest at the day end without any need for travel.

The layout of the hall

If you have a daylong event or a multi-day event, you will require space to have a meeting and set up areas for coffee breaks and other exhibitors. You need to know if the hall that you intend to select can have division to such spaces.

High tech options

You need to have a look at high tech options available at the conference hall. The hall must have a Wi-Fi connection and have facilities to conduct video conferencing and recording.

To hire the best of the conference hall in Bhubaneswar, look no further than Hotel Sun City. They have an ideal location and the best facilities you can desire to have in a conference hall. Call at 9937829504 to book their conference hall.