[ella2008]

My boss is about to have a two day workshop and has asked me to book a not too expensive venue, I've asked him how long the workshopw would be 2-3hrs?, any materials we need the venue to provide eg projector and screen etc, any other tips would be great. Thanks

[LisaOlsen]

HI Ella,

There are a few important tips I would give you.
1. Assuming the workshop is in your vicinity, check out the venues personally. Meet the event coordinators and have them show you the exact room where the event would be held. Sometimes they try and show you a similar room, and then the event ends up being held in a room that isn't quite right.
2. Make sure the sound system is good. Do they provide wireless microphones, or only podium mics?
3. What is the lighting in the room?
4. What is the seating arrangement going to be? This depends on how many people are attending.
5. The venue should provide water, coffee and soda and even light refreshments in the contract price. Negotiate this if necessary.
6. Will there be an IT person or event engineer on site if there are any problems.

There is a lot of competition for event venues. Do your due diligence and find the place you want, and then negotiate for the details. Once you have a positive experience at a venue, you will be more likely to go back. The venue should recognize this and go out of their way to accommodate you. Don't settle for the cheapest - you may get what you pay for in service.

[r2holtson]

Many venues will offer a package; i.e., all inclusive price for A/V, morning/afternoon breaks (coffee, sodas, etc.), luncheons. If you have people traveling in for the workshop, you can use the room revenue as leverage against the cost of the meeting.
The day of the event, check all projectors to make sure the bulbs are working, and mics are "hot". I made a critical error by not checking this for a CEO I worked for - it was a nightmare!

[ella2008]

Hi Lisa & r2holtson,
thanks you so much for your tips, im on it already just found out the hotels dont want to offer an all inclusive price as Jan is a busy time for them. I'll use the rooms as leverage. As cost is also a huge factor would you have the breakout sessions in the same conf room if its big enough or is it best to have it outside the main workshop room? Thanks ladies, I thank my lucky star when I found and joined Office Arrow!

[Jodith]

Obviously, if price is an issue, you might want to have them in the same room. Do they have the ability to subdivide the room with sliding doors, so you can use the same room, but still divide up more easily?

I'd push them on the all-inclusive price. They know how bad the economy is, and I bet they're having a lot of cancellations. Put your negotiation skills to good use.