How to Choose a Convention Venue: A Complete Guide to Selection Points and Booking Procedures

It's no exaggeration to say that the success of a convention depends on "venue selection."

Conventions, encompassing diverse elements such as annual conferences of academic societies, national conferences of industry associations, and comprehensive events including exhibitions, often attract hundreds or even thousands of participants, and thus exert a significant influence.

When we actually started looking for a venue,

"Are there any venues that can accommodate both exhibitions and lectures?"
"Are the participants' movement patterns and accommodations adequate?"
"Are there sufficient volunteers and operational staff behind the scenes?"

You might be overwhelmed by the sheer number of things to consider.

This article provides a comprehensive explanation for those in charge of planning and arranging venues for conventions, covering everything from considerations for venue selection to specific selection steps, checkpoints to prevent mistakes, and the practical flow of arrangements and reservations.

What is a convention?

A "convention" refers to a large-scale gathering where stakeholders from both within Japan and abroad come together with a specific theme and purpose to comprehensively engage in academic presentations, discussions, exhibitions, and networking.

These events are typically organized by government agencies, academic societies, industry associations, and private companies, and are characterized by their integrated structure that combines diverse elements such as keynote speeches, breakout sessions, exhibitions, social gatherings, and exhibition booths.

Conventions are a key element of MICE (Meetings, Incentives, Travel, Conventions, and Exhibitions), which is a larger framework for business events.

What is a convention? A thorough explanation of its meaning, specific examples, and how to hold one.

What is MICE?

MICE is an acronym formed by combining the first letters of the following four business events:

• Meeting: Corporate training sessions, meetings, etc.
• Incentive Travel: Corporate incentive and training trips.
• Convention: International conferences, academic conferences, etc.
• Exhibition (or Event): Exhibition, trade fair, event

Because MICE events bring together many people and generate significant economic benefits and business opportunities in the region, national and local governments are actively working to attract them.

What is MICE? A complete explanation of its meaning, specific examples, and venues.

Why selecting a convention venue is important

The venue is more than just a "place." It is a strategic element that greatly influences the success or failure of a convention, and its importance can be summarized in the following three points.

"Venue comfort" is a key factor in determining the quality of the participant experience.

Conventions are events where hundreds or thousands of participants stay for extended periods. Accessibility, layout of the venue, rest and dining facilities, comfortable air conditioning, and high-speed internet access all directly impact participant concentration and satisfaction.

Furthermore, whether or not attendees experience congestion or get lost while moving between the keynote venue, breakout rooms, and exhibition spaces greatly influences the overall impression of the event. Creating an environment where participants can feel comfortable is the first step to success.

Maximizing the success of an event through "venue functionality"

Conventions often involve running a variety of programs simultaneously, requiring venues with flexible functionality. The success of a convention largely depends on whether it has the necessary audio and video equipment for lectures and breakout sessions, as well as space for exhibition booths, poster presentations, and a design that considers sponsor visibility.

Furthermore, features that can accommodate diverse participants, such as simultaneous interpretation, support for hybrid streaming, accessibility, and consideration for multiculturalism, are essential.

"Brand power" that reflects the value of the organizers and the city.

The atmosphere, size, and location of a venue symbolize the brand image of the organizing body and the value of the host city. A historic hall conveys "tradition and trust," while a cutting-edge convention center conveys "innovation and development."

Furthermore, the opportunity to experience the unique culture and nature of the region becomes a special and memorable experience for participants, enhancing the overall evaluation of the event. The venue is not merely a backdrop, but a stage that powerfully conveys the convention's message.

Thus, venue selection is an extremely important decision that determines the quality and results of the convention, as well as participant satisfaction, from three perspectives: comfort, functionality, and brand power.

7 Steps to Choosing the Right Convention Venue – Don't Make Mistakes!

So, what specific steps should you take to choose a convention venue? Here are seven steps to systematically and efficiently find the perfect venue.

[Step 1] Clarify the purpose and overview of the convention.

This is the most important step, forming the foundation for everything. Let's organize the following items in detail. Once these are clear, you will be able to see the necessary venue size, equipment, and required service level.

Purpose of holding the event

What do you want to achieve? What is your goal?

Examples: Sharing academic knowledge, disseminating information across the entire industry, strengthening sponsorships, etc.

Target audience

Who do you want to participate?

Examples: Members, researchers, industry professionals, guests from overseas, etc.

Main Content

What kind of program is planned?

Examples: Keynote speeches, breakout sessions, poster presentations, exhibitions, social gatherings, etc.

Event period

Will it be completed in one day, or will it take several days?

[Step 2] Decide on the format of the event (in-person, online, or hybrid).

Next, you need to decide on the format of the event. Conventions are diversifying in format, including in-person, online, and hybrid. The equipment and operational structure required will differ significantly depending on the format you choose.

■In-person event

This maximizes interaction among participants and the experiential value of the exhibition.

■ Online event

Eliminates the burden of travel and facilitates remote participation.

■ Hybrid event

While it maximizes opportunities for participation, it requires a complex operational structure that includes streaming equipment and specialized staff.

By determining the format in this way, you can clarify the conditions required when selecting a venue.

[Step 3] Determine the number of participants and budget in detail.

Next, we will finalize the number of participants and the budget.

Number of participants

What is the maximum number of people expected? What is the maximum capacity at peak times?

Example: Keynote speech: 1,000 attendees, breakout sessions: 200 attendees each, exhibition visitors: 3,000 in total.

Venue capacity

What is the total area and number of rooms required for the venue? Can it meet fire safety regulations and standards?

Example: Main hall capacity 1,500 people, 10 breakout rooms, 2,000 m² exhibition space, 5 waiting rooms

budget

How much can we secure in total, including not only the venue fee, but also setup, streaming, personnel costs, food and beverages, security, and more?

Example: Total budget 20 million yen (Breakdown: Venue fee 8 million yen, Exhibition setup 5 million yen, Streaming-related 3 million yen, Catering 2 million yen, Security and personnel costs 2 million yen)

Setting realistic numbers allows you to efficiently narrow down your options.

[Step 4] Select an area and location.

Prioritizing the convenience of participants, we will limit the event area.

access

Is it easily accessible from major transportation hubs? Are there direct routes from airports or bullet train stations?

Example: Less than 30 minutes by car from the international airport, 10 minutes on foot from the main train station, shuttle bus service available.

Accommodation

Can a variety of accommodations at different price points be secured in the surrounding area? Can it accommodate large-scale demand?

Example: Over 1,000 rooms within walking distance, ranging from business hotels to luxury hotels.

Surrounding environment

Is there an environment where participants can stay with peace of mind, considering factors such as food and drink, sightseeing, and safety?

Examples: There is a restaurant district near the venue where social gatherings can be held, and the area is safe.

[Step 5] Identify the necessary equipment and services.

We will confirm the necessary equipment and support based on the purpose of the convention.

Basic equipment

Are basic equipment such as screens, microphones, and projectors available?

Example: The main hall is equipped with two large screens and a state-of-the-art sound system.

Convention-specific equipment

Can you accommodate exhibitions, poster presentations, simultaneous interpretation, and multilingual guidance?

Example: Exhibition space 2,000 m², 500 poster display panels, 4 simultaneous interpretation booths, multilingual signage installation.

Communication environment

Is the internet connection stable even when a large number of people are using it simultaneously?

Example: Dedicated Wi-Fi network capable of connecting up to 3,000 devices simultaneously.

Ancillary facilities

Are the necessary back-end resources in place for participants, speakers, and organizing staff?

Examples: 2 VIP waiting rooms, 2 cloakrooms, first-aid room, prayer room

Support System

Are there specialist staff on-site to handle any problems?

Examples: Multilingual staff, dedicated video and audio team

[Step 6] List potential venues and compare them.

Now it's time to find a venue. Based on internet searches, specialized venue listing sites, and past performance, we'll create a list of several potential venues. Creating a comparison table of the listed venues using the following criteria will make it easier to make an objective decision.

• Venue name
• Capacity
• Venue rental fee
• Ancillary equipment usage fee
• Cancellation Policy
• access
• Availability
• Special notes (e.g., whether or not it is hybrid compatible)

[Step 7] Visit the site and make a final decision.

Once we've narrowed down the potential locations, we'll visit the sites as much as possible to identify any points that can't be determined from documents alone.

Scale and atmosphere

Does the actual size and atmosphere meet your expectations?

Example: The ceiling is higher and more spacious than it appears in the photos, and there is ample room in the exhibition area.

Participant flow line

Is the transition from the reception area to the main venue, breakout rooms, and exhibition hall smooth?

Example: The escalator layout is easy to understand, and congestion can be avoided.

Equipment condition

Are the audio/visual equipment, interpreter booths, and Wi-Fi environment in good condition?

Example: Latest distribution equipment installed, stable operation confirmed by Wi-Fi testing.

Staff responsiveness

Does the person in charge have the ability to make proposals and experience in operations?

Example: There are specific suggestions regarding improvements to exhibition layout and sponsor exposure.

Five key points to keep in mind

In addition to the steps above, we will explain five points that you should pay particular attention to. By keeping these points in mind, you will be able to choose a higher-quality convention venue.

1. A venue atmosphere suitable for large-scale gatherings.

The design and atmosphere of a venue are a mirror reflecting the brand image of the organizing body and the event as a whole. A formal hall conveys "trust and tradition," while a state-of-the-art convention center conveys "innovation and forward-thinking."

Furthermore, locations that allow participants to experience the unique culture and nature of the region provide a special experience and enhance the value of the event.

2. "Layout flexibility" to accommodate diverse programs.

Conventions typically involve multiple programs running concurrently, including keynote speeches, breakout sessions, exhibitions, and poster presentations. Therefore, it's crucial to have a flexible combination of large and small halls, and to ensure efficient movement between exhibition spaces and session venues.

A venue with a high degree of layout flexibility greatly expands the possibilities for program management.

3. Enhancing participant satisfaction through "quality and variety of meals"

The food served at lunches and social gatherings leaves a strong impression on participants. Be sure to confirm that you can accommodate diverse dietary needs, such as vegetarian, vegan, halal, and allergy-friendly options.

Furthermore, dishes that showcase local characteristics and visually appealing menus are elements that make participants feel "it was worth coming."

4. A "technical support system" to ensure peace of mind on the day of the event.

Large-scale events utilize a variety of equipment, including sound, video, lighting, simultaneous interpretation, and broadcasting systems. Since any problems on the day of the event can significantly impact the entire process, it's essential to have a system in place where specialized staff are on-site to provide comprehensive support from setup to dismantling.

Especially in hybrid events, dedicated streaming staff and ensuring a stable internet connection are key to success.

5. Prepare for the unexpected: "Contract details and cancellation policy"

Before signing a contract, be sure to check the fee structure and cancellation policy. You need to clarify everything, including when and what percentage of cancellation fees apply, the usage fees for ancillary facilities, and the conditions under which additional charges may apply.

Furthermore, for large-scale conventions, contractual conditions directly related to operations, such as time limits for setup and dismantling, and whether or not nighttime work is permitted, are also important points to check.

[Kyushu/Miyazaki] For resort-style conventions, we recommend "PHOENIX SEAGAIA RESORT".

If you are considering holding a large-scale convention in the Kyushu area, I recommend "PHOENIX SEAGAIA RESORT".

SEAGAIA offers an environment where conferences, exhibitions, and social gatherings can be managed in an integrated manner, providing numerous benefits to both participants and organizers.

Overwhelming capacity and diverse venues

We offer a variety of venues, from the "SEAGAIA CONVENTION CENTER," which can accommodate up to 5,000 people, to smaller venues of varying sizes. We can flexibly accommodate all types of programs, from keynote speeches and breakout sessions to poster presentations and exhibitions. We also have complete sound, lighting, and video equipment, as well as a robust streaming environment necessary for hybrid events.

Enjoy the convenience and unique experiences only an all-in-one resort can offer.

With accommodations (such as PHOENIX SEAGAIA OCEAN TOWER), a variety of restaurants, hot springs, a spa, and a golf course all located within the resort, participants can enjoy their stay without the stress of travel.

The magnificent views overlooking the Pacific Ocean and the experience of immersing oneself in Miyazaki's unique nature and culture will leave a lasting impression on participants and enhance the overall value of the event.

One-stop support by a specialized team

At SEAGAIA, our expert team, with extensive experience in convention management, provides comprehensive support from the planning stage to the day of the event. We can meet all of the organizer's needs, including setting up exhibition booths, managing sponsors, multilingual catering, and proposing cultural experience programs.

We have a system in place that allows you to confidently entrust us with the challenges unique to large-scale events.

Holding a convention in an extraordinary resort setting creates an unforgettable experience for participants, leading to increased interest in future events and enhanced international recognition. If you are considering holding your convention in Kyushu or Miyazaki, please contact PHOENIX SEAGAIA RESORT.

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