We all know that finding the ideal venue for a conference meeting, away day or summit can be a tasking process, with many factors coming into play from the location, its security and its recreation areas.
That’s where Jillian Haslam, director of Help Yourself Associates, can offer some guidance.
Kicking off the London Venues Summit today at the Hilton, Canary Wharf, Haslam discussed the three key steps to successfully source the perfect event venue.
– Getting a clear understanding of the requirements for the event
– Sourcing suitable venues
– Negotiating a package
Haslam shared that anyone sourcing an event should prepare a checklist of what they want from a venue, including transportation, objectives, outcomes, free-bees, security requirements and many more.
Anything can come under the checklist and can be as long as necessary as she revealed: “I have a checklist that’s three pages long.”
Haslam also urged those looking for a venue to make sure they have a structure in place, including how you are going to deliver an event.
“You’ve got to have a structure and you’ve got to follow the structure through,” Haslam added. “Having a structure in your head is primary to starting any meetings.”
When sourcing a new venue Haslam suggests to boil it down to five of your favourites and to carry out site visits to each one – to help event organisers to whittle it down to the final two ‘that are closest to your heart’.
They key part is to then introduce a third party, for example a negotiator or a head sales team member, to handle all the negotiations and create a package deal.
Once this has been finalised, a venue will be chosen to help create ‘unforgettable moments and memories’.
Jillian Haslam will also be speaking at the PA Life Summit looking at ‘How to get to the next level of greatness’, which takes place on September 10 at Altitude London.