Planning an association event can be daunting, as it involves balancing needs, preferences, and practical considerations.
The wrong venue can turn your event into a logistical nightmare. Issues can range from insufficient conference space to unmet dietary requirements, leaving attendees dissatisfied and your reputation at risk.
Don’t let these potential pitfalls derail your event.
Drawing on the expertise of Shelley Gutta, a sales leader at Stonewall Resort, we’ve compiled key questions to help you choose the perfect venue for your association’s annual event.
Make informed decisions and ensure your event is a resounding success.
Let’s dive in.
Choosing the Perfect Venue: Tips for Your Association's Annual Event
What Type of Association Event Are You Hosting?
Understanding the nature of your event is fundamental.
Are you hosting a conference, an educational seminar, or a networking event? Each type requires different settings and amenities.
Shelley emphasizes the importance of aligning the venue with the specific needs of your event. For instance, a conference might require ample conference space for general sessions and multiple breakouts, while a networking event may prioritize open spaces for mingling.
What Amenities Are You Looking For?
Amenities are the lifeblood of a successful event.
Shelley notes, "You need to take a good look at the size of the venues available and if they have enough conference space to accommodate your general sessions, multiple breakouts, or private dining options, both indoor and outdoor."
Additionally, considering the availability of guest rooms and nearby satellite hotels is crucial, especially for larger associations where attendees might want to extend their stay or bring family members. Flexible accommodation options like lake houses or cottages can enhance the overall experience.
How Long Is the Event?
Your event's duration significantly impacts logistical planning. Shelley suggests considering how many days the event will span and ensuring the venue can support your schedule without any conflicts.
Longer events might require additional amenities, such as leisure activities for downtime, making Stonewall Resort's diverse offerings an attractive option.
What Is the Budget?
Budgeting is a pivotal aspect of event planning.
Shelley advises, "Everything centers around budget. AV can get quite expensive, so it needs to be a focal point when you're looking at a venue."
Once you have an agenda, ensure the venue provides a detailed estimate covering aspects like conference rental rates, food and beverage costs, and upgrade charges.
Understanding the financial scope allows you to make informed decisions about where to allocate resources, whether enhancing team-building activities or cutting back on less critical elements.
How Far in Advance Should You Book?
Booking in advance is crucial, especially for popular venues. Shelley highlights that larger associations need to be particularly mindful of this, as fewer venues can accommodate extensive guest lists and complex event requirements. Early booking ensures you secure the best possible venue and avoid last-minute hassles.
Discover Stonewall Resort for Your Next Association Meeting >>
Examples of Association Events Held at Stonewall
Stonewall Resort has a rich history of hosting diverse association events, demonstrating its versatility and appeal. Two notable examples include:
Educational Conference for Healthcare Professionals
This event utilized Stonewall's comprehensive conference spaces, including multiple breakouts and private dining options. The serene environment provided an ideal backdrop for intensive learning sessions, while the resort’s flexible dining services catered to various dietary needs, ensuring all attendees were satisfied and well-cared for.
Networking Event for Tech Innovators
Stonewall’s indoor and outdoor spaces facilitate formal presentations and casual networking. Attendees appreciated the resort's high-quality AV capabilities, which allowed for seamless hybrid meetings and video recordings for future use. The event also featured customized leisure activities, using the resort’s picturesque surroundings to foster connections in a relaxed setting.
Key Considerations for Choosing an Event Venue
Venue Size and Flexibility
Ensure the venue can accommodate your event size, offering ample conference space and flexible guest room arrangements.
Technology Requirements
Investigate the venue’s AV capabilities, including support for hybrid meetings and the integration of personal AV equipment.
Food and Beverage
Select a venue that provides high-quality, flexible dining options to meet diverse dietary needs. Shelley advises, "If the food's good, everybody's happy."
Budget Management
Work closely with the venue to obtain detailed cost estimates and explore options that will keep you within budget while maximizing value.
By following these tips and leveraging insights from experienced professionals like Shelley Gutta, you can ensure your association’s annual event is a resounding success.
