Make your event a success

Jun 18 2007 By Tracey Campbell, The Journal

Booking a conference room away from the office should be a hassle-free and pleasant experience. A great deal of responsibility rests on the shoulders of the event organiser. Expectations are rising all the time and so are the standards of venues.

At Aston Hotels we have designed our service with the business customer in mind - and that extends to our approach towards meetings, conferences and events.

Our philosophy is to ensure that the facilities we provide are appropriate, accessible, affordable and practical, and to give event organisers the confidence that what they need will be ready and working on the day. They can then focus on the content of the day.

So what should organisers look out for in a venue to ensure that their guests and delegates have the best experience possible?

* Accessibility. Can your delegates find the venue easily and, once they've found it, can they park easily? And is it free?

* Assistance. Nothing should be too much trouble for your venue of choice. The venue's conference manager is there to ensure all the organiser's needs are met. They can pull you out of a hole quickly and discreetly.

* Attitude. Are staff attentive to your needs and do they have a "can do" attitude?

* Comfort. No matter how long the event lasts, delegates need to be able to stay awake and alert in order to gain maximum benefit. Is there natural daylight in the rooms? Is there air conditioning? Are the chairs comfortable enough to avoid "numb bum" syndrome?

* Equipment. Most events now require audio-visual technology. It is always advisable to ensure that if you are bringing your own equipment to plug in to the venue's systems it is compatible and will work. My staff are experienced and always helpful but they are not technical wizards. Also, is the use of AV equipment included in the price? Some organisers have had a nasty surprise when they receive the final bill. Always ask before you book.

* Food and drink. You know your schedule, so make sure that refreshments are available for delegates at the right time and in the right place. If there is to be a break for lunch, ensure the food is on time, tasty and varied for every palate, so the delegates are ready for the afternoon session. Also, ensure that any special dietary requirements are flagged up with the venue in advance.

* Business support systems. The Internet is a vital connection between people and business. Delegates increasingly expect to be able to access email through the day. At Aston we pride ourselves on providing free wi-fi throughout the hotel, but most of our competitors charge for this service.

Tracey Campbell is general manager of Aston Hotel, Darlington. Tel: (01325) 329600 or go to www.astonhotels.co.uk. Aston Hotel Darlington is easily accessible at Junction 59 of the A1(M).