Planning medical meetings can be quite the task and seem overwhelming at first. From organizing speakers and presentations to ensuring a smooth flow of communication, there are many components to consider and plan. However, one of the most crucial decisions you'll have to make is choosing the ideal venue for your medical meeting. Below are some recommendations to consider when selecting the next venue for your medical meeting to ensure it is a resounding success.
1. Location, Location, Location:
Like real estate they say, location is everything. You will want to select a venue that is easily accessible to all attendees, especially those traveling from out of town. Consider the proximity to airports, public transportation, and nearby accommodations when making your selection. Think about the potential convenience (or inconvenience) of the location for your participants. In terminal airport hotels rank high on attendees lists due to convenience, walking from your gate and no waiting time for ground transportation. If near airport hotels are preferred, be sure to select one that operates a 24-hour shuttle service to/from the airport.
2. Space for Everyone:
You'll want a space that comfortably accommodates all of your attendees and any necessary equipment. Consider the number of participants you expect, the seating arrangements, and any additional space requirements for exhibits or breakout sessions. Always take into account room needed for any Audio-Visual and consider extra space should your attendee list grow.
3. Amenities and Technology:
Look for a venue that provides all the necessary audiovisual equipment, including projectors, microphones, and sound systems. Wi-Fi access is also essential for a successful medical meeting, as attendees may need to access online resources or participate in interactive sessions. Additionally, always check if the venue provides catering services or has a designated space for food and beverages.
4. Ambiance and Comfort:
The ambiance and comfort of the venue play a significant role in creating a productive and engaging atmosphere. Consider the overall look and feel of the space. Does it promote a sense of professionalism and focus? Is it aesthetically pleasing and conducive to learning and networking? Don't underestimate the power of a well-designed venue to enhance the overall experience of your medical meeting.
Moreover, pay attention to the venue's seating options and the availability of breakout areas or lounges for attendees to relax and recharge during the event. Comfortable seating and designated spaces for networking can greatly contribute to the success of your meeting.
5. Cost Considerations:
Keeping on budget. While it's crucial to find a venue that meets all your requirements, it's equally important to keep your budget in mind. Research and compare different venues to find the best value for your money. Be sure to inquire about any additional charges such as sales taxes, local taxes, hotel fees and service charges that will add to your budget.
6. Compliance Restrictions:
If your meeting has Health Care Practitioners (HCPs) in attendance, note that many pharmaceutical and Life Science companies do not allow meetings to take place at a resort or a five-star property to minimize any perception of undue influence over the attending HCP. In addition, if meals caps are existing with the Pharma/ Life Science company, ask the hotel or venue if they already have pharma menus in place or work with the catering department to achieve a menu based on your price restrictions – which will include all taxes and applicable service charges.
7. Privacy and Security:
Scientific, medical, and pharmaceutical meetings all require increased privacy and security, especially when new research is being unveiled or when clinical trial training is taking place at the event. In addition to hiring security guards and implementing cyber security plans many venues offer “full buyouts”, so that your event is completely self-contained. As always, it is necessary to have a clear, concise and robust emergency preparedness plan in place for the safety of all participants.
With careful consideration of location, size, amenities, ambiance, and cost, you will find the perfect venue for your next medical meeting – setting the stage for meaningful connections, dynamic discussions, and valuable learning experiences for the attendees.
Find a Certified Venue:
In partnership with Meeting Professionals International (MPI) and IACC (International Association of Conference Centers), find your perfect certified venue from a collection of worldwide resorts, conference centers and hotels solely focused on meetings and conferences. The hotel or venue’s facilities, services, commitment to social responsibility, technology and other important criteria have been evaluated and verified.
Disclaimer: While selecting the right venue is important, the information provided here is meant to be a guide and not an absolute requirement. Every meeting is unique, and it's essential to adapt these tips to your meetings specific needs, requirements and overall objective.
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