Planning a conference is a big job! But somebody has to do it, right? 

Here at Christian Retreats Network, we know a thing or two about planning events--we've been doing it for 25 years. While we'd love to host you at one of our locations, we don't gatekeep! Let's dive into how to pick a venue:

The quality of a conference truly lies in the small details. When you drill down your needs and expectations, you better understand your event's inner workings. It's not just about the when and where but also the how and why. We specialize in mentoring and encourage all planners we meet with to think diligently about what they want to accomplish. 

Let's explore the details that our Conference Services Representatives use to ensure that they have everything planned for our guests. This checklist can serve as a guide for planning your next conference.

1. Location: Choose a conveniently located venue for attendees, speakers, and sponsors. You want to be able to provide them with transportation details, which should include A) miles from the nearest metropolitan areas, B) miles from the nearest airport, C) a list of car rental companies, and D) a list of transportation options such as taxi services or whether Uber or Lyft is available in the area.
2. Capacity: Is there enough space for your guests? A maximum capacity of 250 might mean standing room. Ask venues to provide you with maximum capacities for various seating arrangements. The number will decrease depending on table type, with conference style giving you more seats and banquet style giving you less.
3. Accessibility: Do any of your anticipated attendees require special accommodations? For example, if a potential registrant requires a 24/7 service animal, does the venue allow that? If a participant uses a wheelchair, is the venue adequately set up to meet their needs? You might assume that all venues are ADA accessible, but ask for specifications like, "How far away are accessible parking spots from the main entrance? Are there bars for transfers in the handicap-accessible stalls? 
4. AV Equipment: The term "AV" can have broad definitions. What precisely does the venue offer? Microphones? How many? How many people are comfortable on stage? Screens? What kind of adapters are required?
5. Internet: Most venues offer free Wi-Fi, but does that extend to your guests? Many people do not want to use their personal data plans and would like to connect with the venue's Wi-Fi. Ask for the password ahead of time and share it with your check-in information.
6. Seating: What kind of seating does the venue offer? If your itinerary has extensive periods where people will sit in chairs, consider how comfortable the seating is. Metal chairs may only be suitable for short periods for some individuals. 
7. Food and Drink: Does the venue's catering meet your guests' dietary needs? Many individuals follow special diets, and it can be disheartening to show up to an event with the promise of a meal only to be disheartened by the spread. You may need to survey your guests before the event to get an idea of their dietary needs and preferences, then discuss their needs with the venue. If the venue cannot accommodate, will they allow you to bring in outside food to better suit the needs of your attendees?
8. Staffing: How much support will you have while facilitating your event? You may have contact before the event, but who will be your go-to for hiccups during the event? Also, how accessible is that person? If you have an AV problem, what is the approximate turnaround for assistance? 
9. Lodging: Will your guests be staying the night? If so, how far are the rooms from the conference area? Is there on-site transportation or concierge services? 

Planning a large conference is a rewarding experience but requires a great deal of detail and precision. You will set yourself up for success by studying your venue and its accommodations. Ask the questions and memorize the answers to confidently field questions from guests, attendees, and staff members. 

We're so proud of you for taking on this role and joining your Brothers and Sisters in Christ to advance God's Kingdom. 

Christian Retreats Network is here for you during your planning process. We love what we do and want to share our joyful purpose with other event planners. 

Download this free How to Pick a Venue checklist to help keep yourself organized! 👇