We’ve just signed off our final edition of Meetings for 2016 and if I may say so myself, we’re ending this year off with grace and pride. No stone is ever left unturned when we put together this little bi-monthly roadmap to event planning success, but the selection of venues and information we’ve composed for you this month is truly outstanding.
So to celebrate the launch of the Nov/Dec edition of Meetings, I’d like to give you a little taste of what the magazine’s all about—helping professionals make the right decisions for their event. What I want to share with you today will not only assist in finding the perfect venue for your next event, but I’ll also introduce you to a venue in Johannesburg (featured in our latest edition of Meetings) that fit these criteria perfectly.
The typical event outline is shifting—these days, events rely on venues to offer more flexibility. The event experience should outlast the event itself. Delegates don’t only focus on what happens on the exhibition floor or during the conference sessions anymore, they want that lasting experience.
This is also exactly what the best event planners look for in a venue these days—a lasting experience.
So if, as an events planner, you’re looking for that one-in-a-million venue to offer your delegates something beyond your average conference experience, here’s what you need to look for…
1. Event space with flexibility
The biggest advantage of having a venue that is both flexible and spacious, is that it can be customised for each and every event. You should be able to design your event around your attendees’ needs, so be sure to look for a place that is technologically advanced and offers versatility.
Having an area available for coffee breaks is no longer sufficient. You need to provide a place where guests can take a break at any time during the proceedings. This can be facilitated through an easily accessible space where they can network or sit and catch up on their emails. It literally just has to give them an opportunity to break away from the crowd for a few minutes.
Many planners try to get away with the bare minimum to cut costs, but this simply isn’t enough these days. The trend towards non-traditional meetings is on the rise and planners will need to work closely with venue management to customise services and solutions to realise their goals. A mutual understanding of what both parties want to achieve, is essential in this collaboration.
As an example, work together with venue management to transform the lobby into a registration or reception area. This gives you more room to work with and could easily double as a delegate meeting point or an internet café (should the space permit for a few cocktail tables).
2. The complete event package
Some of your delegates or guests might not be local, so it’s important to keep in mind that they might want to explore more than just the venue hallways. Providing them with the opportunity to experience something truly unique post-event, adds to their satisfaction level. Believe it or not, this is actually an expectation of many attendees, especially international travellers.
The question you therefore have to ask yourself is whether your event venue offers attendees the advantage of immersing themselves in professional advancement during the day and personal enjoyment after hours. Things to think about here include food, drink, art, activities, music and most importantly, culture.
It’s not a necessity to plan these outings yourself, but offering sufficient pre and post-event activities can change a satisfactory event into a truly memorable one. Local hospitality, social/cultural spaces and amenities can leave a lasting impression on delegates. Attendees want to connect with the host destination, so organising off-site trips at a small extra fee could really benefit you. Keep in mind that this includes the culinary experience. Satisfy your guests by considering their diverse culinary needs and desires, but expose them to local traditions and cultural experiences to fulfil their need for a lasting experience.
3. Making your event memorable
It all comes together with a memorable event experience. A venue that is within close proximity of the best or most unique forms of entertainment, classy and affordable accommodation options, the best restaurants and a place or two do some necessary and leisurely shopping is a must. But never disregard the importance of the region’s growth sectors. Some delegates want to experience first-hand what the potential of research and innovation in the area is, so take that into consideration when choosing your location.
As mentioned, off-site tours are beneficial to the overall satisfaction of your attendees, but (depending on the nature of your event), it could also act as an incentive for delegates to attend if these off-site tours are of institutions of interest and are included on your agenda. It not only exposes attendees to what the region has to offer, but also allows them to make effortless connections and collaborations with local experts.
Delegates whose primary reason for attending a conference is to grow their networks, collaborate with thought leaders around the world, acquire knowledge and cultivate their work, are incentivised to attend functions where the host destination exhibits cooperation between business, academic and research communities.
Combining the fundamentals
Conference experiences are constantly evolving and anyone who has worked with a Convention & Visitors Services Bureau would know by now that the event venue essentially becomes an extension of the destination. That’s why it’s important to set the tone of your event early in the planning stages.
Your crucial first step is to identify a flexible venue that is well connected within the region’s heart, for both professional and entertainment purposes. Then focus on customising your event to meet the attendees’ needs and formulate ideas on what to add to their itinerary.
With their sights set on making Rand Club the go-to destination in central Joburg, Judy Goddard and Brandon Clifford is learning just what it means to be in the middle of it all and where it all comes together—the people, connections, and collaboration. Rand Club truly is an inner city vision, they are not just another conference or event venue, Rand Club is an experience. They connect history and design in a way that makes experiencing the venue, the area, and the community effortless.
Rand Club is a multi-purpose venue that offers 12 versatile event spaces suitable for various event sizes ranging from small intimate functions of 10 pax up to larger events of 500 pax. Rand Club is conveniently located between the Maboneng and Newtown precincts, areas experiencing major rejuvenation in the city and giving guests easy access to everything from Arts on Main to the Sci-Bono Discovery Centre to Luthuli House.
