Are you an event organiser, responsible for organising meetings and training events for your company? Are you frustrated with conference venues and meeting rooms that are disappointing, with hard-to-find parking, beige food options unreliable Wi-Fi, or cramped, uncomfortable rooms? If you’re searching for a reliable Conference Centre, for example in the East Midlands, you’re certainly not alone in these challenges. Too many event organisers face the stress of attendees not arriving, or arriving late, losing focus due to technical glitches, or simply lacking the right environment to connect and engage. 

That’s why choosing the right conference centre is absolutely essential if you want to ensure that your business event is successful.

Imagine instead a venue that removes all of those frustrations. A venue that is easy to find, with free onsite parking, reliable high-speed Wi-Fi, natural daylight, and meeting spaces tailored to your specific agenda.

And if you are currently searching for a conference centre in the East Midlands, be sure to read to the end as we might be able to suggest just the right venue for you.

Think of your chosen conference venue as being the stage for your event. Just like a perfectly designed stage set, the right meeting space creates a seamless backdrop, allowing your delegates to become completely immersed in the agenda and content.

Consider your favourite film: it’s likely that you remember the characters and story in detail, but do you remember the intricate details of each stage set? I imagine that you have a vague impression but don’t recall the details. That’s because when a setting is just right, it blends into the background, becoming a positive but unnoticeable part of the experience. A meeting room that perfectly meets your delegates’ needs works in much the same way – it melts away, freeing them to focus entirely on the purpose of the gathering.

The benefit of creating this ideal ‘stage set’ becomes even clearer when you consider the alternative. Picture a venue that doesn’t meet expectations: too much noise, uncomfortable seating, or inconvenient facilities. Such a setting can be as distracting as wobbly scenery on a film set. When discomfort strikes, it’s hard to focus on anything else. So, to ensure your delegates are truly engaged and productive, crafting the perfect meeting space is paramount.

Before we delve into our step-by-step guide to finding the perfect conference facilities, it’s worth exploring a few of the reasons that businesses might use a conference centre.

When you mention a conference centre, many people picture a large venue with thousands of delegates, but conference centres are used for many purposes including meetings, training courses, lectures, briefing sessions, corporate events, interviews and many other purposes.

Whether your business events require space for ten delegates or ten thousand, the underlying principles for selecting the ideal events venue remain remarkably consistent.

So, to guide event planners through this crucial decision-making process, here is our comprehensive 9-step process for selecting the perfect conference venue:

• STEP 1: Define the goals for your conference or business event
• STEP 2: Understand your audience
• STEP 3: Establish your budget
• STEP 4: Identify a suitable geographic location
• STEP 5: Define the agenda and duration of the event
• STEP 6: Identify any special requirements
• STEP 7: List the essential facilities and amenities
• STEP 8: Compare proposals and shortlist venues
• STEP 9: Visit each shortlisted venue before making your final decision

The devil is in the detail, so let’s delve into each step of the process for selecting the ideal conference centre.

Every business event has its own unique set of goals. By clearly defining these objectives, you can start to pinpoint the specific conference facilities needed for a truly successful event.

To illustrate the subtle, yet significant differences, consider the requirements of a skills-based training course compared with those for a briefing session. While both are essentially training events, a closer look reveals distinctly different meeting room needs.

A briefing session is typically designed to efficiently impart factual information to a large group. Consider the requirements for a group of gas engineers receiving a briefing on updated safety procedures. The company will want to deliver the update to as many engineers as possible, and so delegates can be seated in rows so that as many people as possible are accommodated within the briefing. Their main requirements are to see and hear the presentation clearly, so a suitable screen size with good sound amplification is usually all that’s necessary.

Now, contrast this with a skills-based training course, which incorporates theoretical learning, practical exercises, group tasks and discussion. Here, the aim is for delegates to gain and embed new skills. They need to see the screen and hear the tutor, but crucially, they also need space to ask questions, carry out practical tasks, and discuss their learning with other attendees. In this scenario it is sensible to limit the number of delegates to around 25 people. This ensures that each attendee can speak to the tutor and ask questions to clarify points of learning. The delegates need to carry out practical tasks and the tutor needs to facilitate discussion, so delegates need to be seated in small groups around a table. They need to be able to see the screen easily and the need to be able to hear everything that the tutor says.

By clearly defining your event’s goals, you’ll begin to form a precise picture of the conference facilities you’ll need. The purpose of your event fundamentally governs every aspect of the planning, from the overall size of the venue down to the specific seating arrangements within the conference facilities.

When planning any business event, understanding your audience’s demographics is incredibly helpful. The more you know about your attendees, the better you can cater to their individual needs.

Identifying what your delegates have in common, and where they differ, helps to shape your requirements.

For instance:

• Are attendees local, or will they be travelling a significant distance?
• How are they likely to arrive – by car, train, or even plane?
• Are there any commonalities regarding food requirements?
• Will anyone have specific physical, visual, or audio needs?
• Might an interpreter be required for some delegates?

The more you learn about your audience, the more you can tailor the arrangements precisely to their needs.

For example, if you know delegates are travelling from various parts of the country, it makes sense to find a central location with excellent motorway access and ample parking. However, if you anticipate many delegates arriving by plane, choosing a venue close to the airport would be a much more practical decision.

By putting your audience at the forefront of your planning, you can ensure a smoother and more effective event for everyone.

If you are working nationally, conference centres in the East Midlands are a great place to start your search as they offer convenient access to the motorway network and they are in easy reach of East Midlands airport.  

It’s crucial to clearly define your conference budget right at the start of the planning process and in some circumstances this should be moved to step 1. The budget influences so many decisions, and having it clearly set out early on can save a considerable amount of time and help you make quick choices.

After all, there’s little point in planning a five-day conference with a five-course meal every day if the budget only stretches to a single day and won’t even cover lunch!

The location of your conference centre is crucial for several reasons. It can directly affect delegates’ ability to attend and can even influence their mood and engagement on the day.

If delegates have a relatively easy journey, they’re likely to arrive feeling relaxed, positive, and eager to participate. However, if they’ve endured a long, difficult journey battling gridlocked traffic, they’ll probably arrive feeling frustrated and focused on their “bad” experience rather than the agenda.

So, here are a few key considerations when choosing the location for your event:

Key Considerations When Selecting a Conference Location

• Centrality for Delegates: If you know where your delegates are travelling from, choose a venue that is central for everyone. By arranging to meet in the middle, you are effectively sharing the travel time equally among attendees. If you are working with a national team, then conference centres in the East Midlands are some of the most centrally located within the country.
• Ease of Access: Look for conference venues that are straightforward to get to. Aim to identify conference centres in out-of-town locations, ideally just off a major road or motorway. The advantage of these out-of-town venues is that delegates don’t have to contend with city centre rush hour traffic, so out-of-town locations significantly reduces journey time (and frustration!).
• Alternative Transport Links: While most delegates may travel by car, it’s important to check that the venue can be reached in other ways. Find out the details of the nearest train station, airport, and bus routes. It’s also helpful to gather a list of local taxi numbers. All this information can be included in the delegate pack.

Grasping the agenda and the overall duration of your event is absolutely essential for any event planner. By thoroughly reviewing the agenda, you’ll gain crucial insights into what other facilities might be needed.

Key Considerations for Your Agenda

• How many delegates will be attending?
• What room layout and seating arrangements are most appropriate for the event?
• How much space will facilitators need for their presentations?
• Will delegates require break-out rooms for smaller seminars or group work?
• Will facilitators need space for practical demonstrations? If so, how much?
• Will delegates need dedicated space to practise any skills-based tasks? If so, how much room will that require? Is it a tabletop task, or do they need floor space?
• How long will the event last?
• How often will delegates need breaks?
• Will food be required? If so, will that be breakfast, lunch, dinner, or all three?

As an event organiser, one of the funniest requests I ever received went something like this: “We need a meeting room where it’s okay to bring a large black plastic sheet, a bucket of lube, and half a cow.” Thankfully, it wasn’t a new art installation along the lines of Damien Hirst meets Tracey Emin! It was for a veterinary group who needed to demonstrate new calving techniques to a group of farmers. By asking additional questions, and understanding details like the size of the demonstration dummy, the space needed for the demonstration, the number of delegates who would need to train using the model at any given time we were able to arrange a suitable  break-out space for the demonstration and a separate classroom for the theory sessions. This arrangement enabled tutors to move efficiently between the theoretical classroom-based learning and skills-based practical tasks.

Special requirements are simply the specific details that allow event planners to tailor the meeting to your exact needs. We’ve touched on some of these already, but there is a broad range of requirements that need consideration, including adjustments for those with physical difficulties, visual challenges, or hearing impairments. You’ll also want to think about diverse learning needs, dietary needs, and potential language barriers.

Special Requirement Considerations

• As mentioned previously, provide accommodations for attendees with physical disabilities (e.g., wheelchair access, accessible restrooms, designated seating).
• Address neurodiversity by considering sensory sensitivities (e.g., quiet spaces, reduced lighting options), providing clear and consistent communication, and offering varied learning formats.
• Think about all dietary requirements, going beyond basic allergies to include specific medical, religious, and lifestyle needs.
• Be mindful of cultural sensitivities and religious observances (e.g., prayer times, dress codes).
• Provide designated prayer rooms or quiet spaces if appropriate.
• Consider the timing of your event to avoid conflicts with major religious holidays.

After meticulously analysing the event agenda, understanding the needs of facilitators and delegates, and pinpointing any special requirements, it’s time to compile a comprehensive list of facilities and amenities that your delegates will need. This detailed inventory will serve as a crucial tool when evaluating potential conference venues.

• Connectivity and Technology: Does the meeting or training event rely on good access to wifi? And will delegates need wifi access in order to participate.  
• Will delegates need power outlets for laptops and charging stations for devices.
• Will the facilitators need access to High-quality presentation screens, projectors? And if so are there any specific requirements in relation to connectivity methods – eg HDMI / USB C etc.
• Will facilitators need any help from technical support staff on-site to address any equipment issues.

• What size meeting room do you require? How many delegates need to be accommodated and what seating configuration is most appropriate for the event.
• Do you need to arrange a breakout room for practical skills-based tasks or for small group discussions?
• Is the conference room layout flexible and can it be easily adjusted to suit different sessions throughout the day?
• Is the seating comfortable for the duration of the event and can you control light (eg with blinds) and can you control temperature. Is there heating, can you open the windows?

• Do your delegates require wheelchair access. If so, check that the meeting room, bathrooms and breakout rooms are all accessible.
• Do your delegates need quiet spaces for prayer or do those who are neurodivergent need a quiet space where they can take a moment.

• Does the venue offer catering, and do they offer a menu which can accommodate allergies, dietary requirements and preferences.
• Does the venue offer refreshments, including coffee, tea, and water.
• Does the conference centre have a dedicated dining space or restaurant so that delegates can have a change of environment.
• Consider the timing of refreshments, and meal breaks, to ensure there is sufficient time for the venue to serve food and delegates to eat without feeling overly rushed.

• If you know that most of your delegates are travelling by car, always look for a conference centre with on-site parking. Check if the parking is free or chargeable. If parking charges apply, check if there are any specific instructions that delegates need to follow when paying for parking and be sure to include this in your delegate pack.
• Find out if the venue has easy access to public transport and identify the nearest train stations, bus stops and airports.
• Consider if delegates will need a list of taxi companies operating within the local area
• Will delegates need overnight accommodation? If a large proportion of delegates will be staying overnight, compile a list of local hotels and consider negotiating a preferential rate for your delegates.

Now that you have created a checklist which is specific to your event, compare each venue’s proposal against your requirements and create a short list.

Finally, after meticulous planning and shortlisting, it’s time for the crucial step of physically visiting each prospective venue. This isn’t just a formality; it’s your opportunity to experience the space firsthand and ensure it aligns perfectly with your event’s vision. View the venues through the lens of your delegates, paying close attention to every detail that could impact their experience.

• First Impressions and Atmosphere:
  • Is the venue welcoming? Does it set the right tone for your event?
  • Is the venue clean and well maintained?
• Staff Interaction and Service:
  • Are the venue staff welcoming, professional and helpful. Are they keen to engage with you and meet any requests with flexibility.
  • Be aware of how the venue and the staff make you feel. If you feel welcomed, valued, and looked after, then the likelihood is that your delegates will feel the same way.
  • Assess their ability to handle special requests or last minute changes.
  • Trust your instincts. If something feels off, it probably is.
• Practical Considerations:
  • Verify the capacity of the meeting rooms and breakout spaces. Will each delegates have enough space. Can they see the screens without obstruction.
  • Test the comfort of the seating, the temperature control, and the overall comfort level of the spaces.
  • Check the functionality of the audio-visual equipment and other technical facilities.
  • Test the wifi! Can you login easily and is there a good signal strength?
  • Assess the natural lighting, ventilation, and acoustics of the meeting room. Does it meet your requirements?
  • Make sure that you check out the bathrooms, restaurant, and break out rooms.
  • Assess the accessibility of the venue for attendees with disabilities.
  • Evaluate the parking and transportation options.
  • Check for any potential noise disruptions.
• Catering and refreshments :
  • Food plays an important part in making delegates feel valued so, if possible, sample the food that will be provided.
  • Discuss the menus, and ask about dietary requirements and allergies.

I hope this detailed guide will be useful in helping you select the perfect venue for your future events – one that not only meets all your practical needs but also truly excels in those all-important “soft” aspects.

If you’re seeking a conference centre in the East Midlands, then I’d like to invite you to evaluate and explore the meeting rooms at Heath House Conference Centre in Uttoxeter, Staffordshire.

Our small conference centre was designed with a deep understanding of meeting and training events

Heath House offers a professional and confidential space, specialising in providing well-equipped meeting rooms for groups of up to 24 people. Located just off the A50, half way between the M6 and M1, it’s easily accessible and provides a superb halfway meeting point for delegates travelling from various locations across the East Midlands and beyond. You’ll find comfortable facilities, strong Wi-Fi, and a team dedicated to ensuring your event runs smoothly. For more details on their meeting rooms and catering options, please visit their website at www.heathhouse-conference.co.uk where you can find full details of each conference room, plus a price breakdown and examples of catering and refreshment options.