Are you about to arrange a business meeting or corporate presentation in Uzbekistan? Then, you might be busy scouting for a conference location that meets all your needs. But choosing a conference room, especially if you don't have prior experience of such activities is not an easy task. And as the venue can make or break the outcome of the event, you need to be more careful.
With so many conference rooms in Uzbekistan, are you finding it difficult to choose one? Here are some of the things considering which you can pick the right conference room.
1. Meeting room ambiance
Not all meeting rooms are created equally. Neither are the kinds of meetings you host. Ideally, you would like to have a meeting space that complements the nature of your meeting. In case you are meeting with clients or prospects, look for a room that projects professionalism. It is because you don't like to look unprofessional in front of your client. For all-day workshops, you may need a flexible space with on-site catering.
Are presentations on the agenda? Then, you want a small stage. At the very least, you need the best quality event A/V equipment. Don't forget to consider the size, too.
Do you want rooms that make you feel spacious or full when all the attendees are there? Choose as per your preference. Don’t ever sacrifice meeting room ambiance and amenities in the name of saving money.
2. Facilities offered
When you book a conference room, you need to check what is included. The basic things include a microphone for speakers, reliable WiFi for all attendees, a projector, a printer, video conferencing capabilities, etc. If something is not included in the meeting room rental cost, then it is a new line item and you will need to budget for it.
On-site support is another factor that you need to keep in mind. For instance, on-site IT staff or caterers can take a lot of weight off your shoulders.
The last thing that you need is for the tech to fail in the middle of the meeting without any support on hand. Figure out what kind of support is included with your meeting rental before you book a venue.
3. Cost
Now, comes the numbers. Before signing any contracts, you need to figure out the cost of the conference room. Besides, you should check whether there are any hidden costs.The actual conference room rental rate, look out for additional costs, such as access to power, taxes, setup and strike fees, tips, service fees, etc.
Run through the exact costs of the conference room rentals before signing on the dotted line. To go the extra mile, add a line item for unexpected costs just in case. You never know when these can come up.
Once you know the costs associated with renting a conference room, you should consider the payment terms. Is a deposit needed for you? If so, what is going to be the percentage? Will you have to pay a balance before or after the event? Finding out how much you will need to pay and when will help you pick the best meeting room rental for your budget.
4. Convenience and accessibility
You should keep your attendees in mind when selecting the meeting room. You may want to create a convenient experience for them. And to do so, you may like to choose a nearby location, so that little to no travel is involved. Besides, there should be ample parking for free or a low cost. Moreover, you should help attendees travel via public transportation.
While it could be affordable to choose a meeting venue that is a little bit far away, it can be inconvenient for your attendees. For attendees that require additional physical accessibility, look for a space that can accommodate. Is there a ramp available? Where are the elevators? These may not be obvious. So, ask the venue for guidance. In case, the venue can have some limitations, equip yourself with extra staff and signage on the day of your event.
So keep these things in mind when looking for a conference room. And to book such a room or get assistance regarding simultaneous interpretation in Uzbekistan, choose Top Star Tour. We will offer you top-quality services at affordable prices. Get in touch with us today!
