Some data to help with your search for a venue.
50-70 participants usually, and this year was an exception, there was 100 at Portland
Hotel or conference center would need to have a room(s) large enough for our meetings
There needs to be an area where poster presentations can remain up during the whole conference
Good sound and recording system needs to be worked through so the presenters can be heard well and the Q&A can be transcribed
Food is always a big concern and various diets need to be paid attention to
Access to an international airport is important and then travel to the site needs to be doable…
Working through the conference details is a good 6 month effort before the conference begins
Price is always a big factor and this needs to be paid attention to so it is affordable for the conference and attendees.
– A piano! It needs to be tuned and ideally available throughout the conference.
– Wireless internet access.
We are a non-profit organization. We can provide you
with our IRS non-profit status number.
Another consideration is to obtain information on taxes, gratuities,
administration fees and service fees – which in some cases are all taxable.
So although you may be given a room charge, conference room charge, charges
for AV equipment, banquet fees, in the end these fees are added on and you
need to know what those fees will be to have an actual figure of what the
cost will be per person. You need not figure this out yourself but to be
aware that you will need to ask the coordinator you are working with to give
you the bottom line.
An area for books and other materials – it should be separate from the conference room so as not to have its interruption during the presentations and discussions.