Key Topic 2 - Subtopic 1: Venue
The venue needs to be selected on the basis of its suitability for the meeting in question. This will include consideration of the following aspects:
- Capacity – Number of delegates and size of meeting facilities
- Access – does the location make sense in terms of where the delegates are coming from? (For international meetings consider which countries the delegates are travelling from. For example a launch meeting in the USA is unlikely to be acceptable if all the delegates are travelling from Europe
- Costs
- Associated accommodation
- Impression
It is always worth checking venue websites and brochures to see how it is described. Anything that might be considered renowned, ‘lavish’ or ‘deluxe’ should generally be avoided.
Which of the following would you approve for an AZ stand alone international meeting for 30 EU delegates?
Hint – you may wish to check the venue websites to help with your decision
Venue 1 - Hilton at Charles de Gaulle Airport, Paris
- Services: Audio/Visual Equipment Rental
- Business Center
- Business Phone Service
- Dictaphone
- Express Mail
- Fax
- Free WiFi in public areas
- Meeting Rooms
- Modem
- Office Rental
- Photo Copying Service
- Printer
- Secretarial Service
Video Conferencing Available
Yes this looks suitable. It is not described as lavish or deluxe, it is in a convenient location at a Paris Airport etc.
Venue 2 - The Grand Mark, Prague
Meetings and Conferences Meeting rooms at The Grand Mark Prague are fully equipped with state-of-the-art communication systems and presentation facilities. These, combined with the hotel's professional and attentive service, ensure the smooth running of every event.
High-speed cable internet and free wireless connections are available throughout the hotel, including all public areas and the gardens; additionally, a complete range of AV equipment and high-quality presentation facilities are available for use by all guests on request.
No - this is a renowned 5 star hotel also in the ‘leading hotels of the world’ category. Although it may be a convenient location and the conference facilities are good, it would create the wrong impression to hold a meeting here.
Venue 3 - Newmarket racecourse conference facility in the UK
Facilities:
“We can accommodate everything from 10 to 300 delegates in one location with an additional 20 syndicate and breakout rooms. Together these fully-equipped, comfortable and striking facilities provide the flexibility to meet the full diversity of your requirements.”
- Dedicated event support prior to and during your event
- Convenient location in the heart of the East of England just 14 miles from Cambridge, the A11 and A14 are easily accessible
- Expert catering
- Competitive day rates
- Ample free parking for delegates
- Free WI-FI
- Stunning views across the racecourse and surrounding countryside
- Fully equipped conference facilities
You would need to check local rules regarding sporting venues for the countries that the delegates were from. However if this facility were booked when there were no racing events occurring it would probably be acceptable in most countries.
However AstraZeneca does now allow meetings at sporting venues.
