With Dubai being one of the busiest business hubs in the world today, it follows that numerous meetings take place here every day. Because of this, there is no lack of excellent meeting venues in Dubai. But because of the large number of choices available, selecting the perfect meeting venue can be extremely difficult.
If you’re looking for the perfect place for the next company get-together, to meet new or confer with current clients or customers, here are six tips that will help you pick out the best venue:
Think about the location
Location is one of the most crucial factors you have to consider when choosing a meeting venue. You have to decide on getting a place that is convenient for all attendees.
It should be accessible by public transport (such as buses, taxicabs and the Dubai Metro) and have ample free parking space for those bringing their own vehicles.
Consider the number of people attending the meeting
Your list of attendees will also play an important role in your venue selection. If you only have five to ten people attending, it is best to book a small space. Smaller rooms can be hired for small occasion or events with limited attendance such as board meetings, interviews, planning, and problem-solving meetings.
If more people will be joining the meeting, then of course you will have to rent a bigger venue. You can hire a conference venue or assembly hall to ensure that all your guests can be comfortably accommodated, and be able to mingle in the room. Venues of this kind are best for presentations, training, and team or skill-building activities.
Set your budget
Setting a budget for this important meeting will help you narrow down your list of potential venues.
However, don’t be easily tempted to select the cheapest venue. You may end up getting poor service, bad food, or even be charged for some additional fees not included in the original price.
If you want to be sure the price you will pay for a particular meeting room is worth it, read customer testimonials about the venue. Check their credentials as well. A good indication of quality is if the venue has already won various industry awards.
Get details about the venue amenities and features
Before booking a room or space, check what you will find inside it. It should have comfortable and ergonomic chairs and tables that are ideal for the event or meeting. Make sure the furniture can be arranged to make the room more suitable for the event purpose as well.
For long meetings, find out what types of refreshments, snacks, and meals the venue can provide. Free-flowing coffee and tea and water should be available at all times. You can check the menu at the venue and select the dishes and beverages the attendees will like.
In addition, find out if you will have access to other features and services you will need for the meeting. If you need some audio-visual (AV) equipment such as a projector, screen, or mic, check if these will be provided during the event and if you have to pay extra for them.
Even if the equipment comes at an extra charge, it is worth considering investing in this option since you won’t have to bring and set up the ones you have in your office in the venue. You will even get help with operating these devices during the meeting, too.
Factor in the response times
Once you find a room you are interested in, take note of how quickly the venue’s sales team responds to your inquiries. Study their responses as well to assess their level of professionalism.
Their emails or messages and response time can indicate what the venue service will be like throughout your booking.
Visit the venue
Lastly, if you have the time, inspect the meeting room and the facilities. During your visit, take note of the following:
- The cleanliness and tidiness of the venue inside and out
- The welcome you receive from the reception and the sales team
- The car parking area size
- The menu, if the venue offers catering services
- The size of the meeting room and arrangement of furniture
- Ventilation and lighting
- The quality of service of all employees
- Available outdoor space for break-out sessions
If you want to ensure the success of your next meeting, be meticulous in your search for the perfect venue. And once you’ve found the best one that meets all your requirements, including your budget, you won’t have to spend time looking for the next venue for your next important corporate or business event in Dubai.
Thomas Grundner is the Vice President of Sales and Marketing for JA Resorts & Hotels. He has more than 20 years of expertise in the hospitality and leisure industry – across international markets including Germany, Egypt and Spain. Grundner oversees all sales, marketing and revenue efforts as the company continues to build on its key growth and development strategies and further cultivates its unique blend of “Heartfelt Hospitality” and “Casual Luxury.”