Key Factors You Need to Consider When Choosing Your Businesses Conference/Meeting Venue

How to Choose the Perfect Conference Venue

One of the most important aspects of the planning process for any business looking to organise a meeting or conference is choosing a venue.

For smaller meetings, a more intimate venue may be best suited for your needs. For larger events, a venue that can offer ample meeting space with breakout rooms, restaurants, accommodation, outside space and leisure facilities will be better suited.

We have come up with a list of important factors you should be considering when picking your venue, along with questions that you should be asking to narrow down your options and help find the best venue that will suit all your requirements.

Function Room Size

Probably one of the most important factors. Is the function room space going to be big enough for what you need?

To know this, you will need to know how many people will be attending and have an idea of the layout in which you would like the meeting to be set up, e.g. Boardroom, Horseshoe, Theatre Style, etc.

It is always worth asking the venue for a breakdown of the layouts they can offer within each function space and the capacities they can hold for each layout.

Packages

Venue meeting package options are an important thing to consider when deciding on your perfect venue. It’s worth knowing whether your meeting will be a full-day or half-day event before looking.

• Will you need catering throughout the day?
• Would you like tea and coffee breaks?
• What packages can the venue offer?
• Do they include refreshments, food and room hire?
• Can they tailor a package to suit your needs?

Overnight Accommodation

Do any of your guests have a long way to travel and need somewhere to stay? Perhaps your meeting or conference is taking place over several days and accommodation is required.

Questions to ask include:

• Does the venue offer accommodation?
• Is accommodation included within any delegate packages?
• What other facilities are available, such as a leisure club or gym?
• Are the bedrooms suitable for business travellers who may need to work remotely?

Parking

Parking is always an important factor, especially when organising larger-scale events.

• Are there enough spaces for all attendees?
• Is parking complimentary?
• If parking becomes full, are there alternative nearby options?
• Are alternative parking facilities free or chargeable?

Internet Access

Many meetings and conferences rely heavily on internet access.

• Is Wi-Fi available?
• Is it complimentary?
• Will the connection support the number of delegates attending?
• Is the connection suitable for presentations, streaming or video conferencing?

Equipment Hire

Before confirming your venue, ensure all necessary equipment is available.

• Does the venue provide projectors and screens?
• Are these included within the package?
• Can flipcharts and pens be supplied?
• Are extension leads available?
• Can pads and pens be provided for delegates?

Why Choose The Riviera for Your Conference Venue?

The Riviera Hotel in Bournemouth, Dorset, is located in the prestigious Alum Chine area and provides a stylish venue with elegant interiors.

The Riviera boasts five bright and spacious event spaces featuring natural daylight, air-conditioning and complimentary Wi-Fi. Our experienced events team will help organise your event from the initial enquiry through to completion, ensuring everything runs smoothly.

To complement your event, delegates can relax and unwind in our breakout lounge, enjoy refreshment breaks with nutritious snacks, or savour delicious healthy lunches.

A dedicated Events Coordinator will be assigned to your event and can assist with:

• Taking your initial enquiry
• Providing a full quotation
• Preparing and sending contracts
• Liaising with all departments
• Greeting clients on arrival
• Ensuring the meeting runs smoothly
• Following up after the event for feedback

Our Meeting & Conference Packages

Special Day Delegate Rate – From £26 per Person

• Room hire
• Equipment (data projector, screen, flipchart & pens)
• Jugs of iced water
• 3 servings of tea, coffee & biscuits
• Sandwich lunch
• High-speed Wi-Fi

Day Delegate Rate – From £34 per Person

All meeting rooms can be set up according to your requirements and occupancy levels. Each room is prepared to your specification with comfortable seating, glasses and fresh water.

• Room hire
• Equipment (data projector, screen, flipchart & pens)
• Fruit bowl
• Jugs of iced water
• Bacon sandwiches on arrival
• Unlimited tea, coffee & biscuits
• Hot and cold buffet lunch
• Homemade cakes with the afternoon break
• Meeting sweets
• High-speed Wi-Fi

Our dedicated and professional team ensures every event is hassle-free from enquiry to completion, which is why many companies and associations return to us year after year.

24-Hour Delegate Rate – From £109 per Person

• Room hire
• Equipment (data projector, screen, flipchart & pens)
• Fruit bowl
• Jugs of iced water
• Bacon sandwiches on arrival
• Unlimited tea, coffee & biscuits
• Hot and cold buffet lunch
• Homemade cakes with the afternoon break
• Meeting sweets
• Overnight accommodation
• Full English breakfast
• Three-course dinner
• Access to The Coast Spa, indoor pool and gym
• High-speed Wi-Fi

Room Hire Only

• Mauretania Suite (Full Day) – £450.00
• Mauretania Suite (Half Day) – £300.00
• Britannic Suite (Full Day) – £375.00
• Britannic Suite (Half Day) – £275.00
• Tea, Coffee & Biscuits – £2.50 per person, per serving

Contact Our Events Team

If you are interested in any of the above packages or would like more information, please contact our Events Team:

Telephone: 01202 763653
Email: events@rivierabournemouth.co.uk