Organizing a convention or meeting is a considerable undertaking—but finding the right conference space makes the whole process easier. The right venue ensures your event will be comfortable and enjoyable for visitors and speakers alike. Here are a few key features to keep in mind as you evaluate your options. 

3 Essential Features in a Conference Space

1. Capacity

Always check the venue's size and go for conference spaces that can comfortably accommodate your anticipated head count, including the seating you plan to have available. Trying to squeeze 200 guests into a room designed for only 100 people would be a significant safety violation.  

On the other hand, renting a conference venue with a 500-person capacity when you're only expecting 100 attendees will leave a lot of empty seats and could even deter people from participating in conversations and presentations. Moreover, renting a larger space will increase your event costs.

2. Location

An accessible conference space makes it more likely that people will attend and stay for extra events, such as receptions and meet and greets. A central location near offices and hotels will be attractive to area business owners and industry colleagues flying in from other locations.

If you expect that some attendees will drive, you must also provide clear directions to the site and information about parking availability. For those who are flying and staying at area hotels, find out if shuttle transportation is available to help people get to the venue on time.

3. Amenities

Since you're going to be busy with event preparations, conference facilities that offer catering services can take a lot off your plate. Find out about your attendees’ meal preferences or dietary restrictions so you can diversify the menu to accommodate everyone. 

Additionally, ask the facility manager about their audio-visual equipment and technician availability. Having screens, projectors, and sound systems onsite saves you the hassle of transporting them from your office or renting from a third party. The option of a staff technician also means you’ll have a knowledgeable person available to set up and direct your presentation.

If you need a conference space in Honolulu, HI, check out Manoa Grand Ballroom. For five generations, this family-owned and -operated facility has hosted a variety of corporate events. They also offer event catering, with full setup and take-down options, as well as a wide variety of audio-visual packages and equipment rentals. Visit their website for more information about their policies, and call (808) 946-6758 to get a quote for your event.