Your hospital may have plenty of event space — but that doesn’t make it the right choice. When you want to gather the patient community or share recent research with industry leaders, you’ll have a better shot in a venue they actively want to visit.
From hotel ballrooms to art galleries, there are plenty of alternatives to choose from. But which is right for your healthcare events? To help you find the right venue and avoid common mishaps, follow these tips.
Tips for choosing the right venue
The right venue entirely depends on the type of healthcare event you’re planning and the size of your audience. Large scale events like conferences and summits, for example, may require a large banquet hall or expo center. Whereas smaller events like classes or community gathers will be better suited in a loft space or small meeting room.
Traditional vs. Nontraditional Event Venues |
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|---|---|---|
| Traditional | Hotel ballrooms, conference centers, expo centers | Good for larger events like conferences, summits, galas, and fundraisers |
| Nontraditional | Art galleries, museums, wineries | Good for smaller events like classes, group meetings, and community events |
Regardless of your event type and its specific venue needs, you’ll want to consider a few important things.
Is the location right?
Make sure your venue is easy for attendees to get to. Check how accessible it is by public transit and if there is enough space for parking.
What is the cancellation policy?
Cancellation terms can vary enormously from venue to venue, so it is essential to double check the non-refundable deposit. According to research conducted by BDRC amongst chain event venues, the average charge for cancellations up to 15 days in advance is 82% of the hire fee. If your contract differs strongly from these rates, see if there is room for negotiation.
What’s included in the price?
Do not make any assumptions as to what may be free – clarify whether water, catering, and other services are included in room hire charges. Don’t presume “fixtures” such as the data projector in the ceiling are included in the price. Unquoted government taxes and services charges can also come as a surprise.
Can I bring in outside suppliers?
Some venues require you to use in-house or preferred suppliers or will charge a fee for use of outside suppliers. Be clear about the policy; you want the best production value for your event and if you are limited in who you can partner with, it could be detrimental to your event.
What access can I get to the venue for set-up?
Work out how long it is likely to take to load-in and set-up for your event. Larger events can take many hours to set up and you may have to rent the venue for more than just the event day. Request any associated fees be included in the proposal. Depending on the amount of total revenue, venues will often allow a day of set-up free of charge, which you should aim to negotiate.
Event marketing guide for hospitals
Once you’ve chosen your venue, it’s time to fill it with attendees. Check out Event Marketing for Healthcare Networks and Hospitals to discover how event marketing can help your healthcare network or hospital raise awareness and engage patient communities in today’s market.
