6. Venues

Your venue can be the most important factor in the success and overall cost of your event. Costs can range from free to VERY expensive, and what you get isn't always what you pay for (oddly enough, in the realm of venues, the opposite is often true). Some examples of possible venues include:

• Local Microsoft Office
• Local Tech Training Facility
• Community College
• Convention Center
• Hotel

In general, these are arranged in terms of cost. In metropolitan areas, if there's a local Microsoft Office you may be able to use it for a tech event and in many cases it's free. However, you will need to have a Microsoft employee on hand both before and during the event to handle logistics and to essentially chaperone the event.

When considering a venue, make sure you keep these questions top of mind:

• How many people can this space comfortably (and legally) hold?

  • Fire codes and occupancy codes are a thing. Follow them. Ask the venue for these numbers on both a room and total space level. Depending on the building, you may need to enforce them (or building staff may enforce them).
  • How big are the classrooms?
  • Will you need a central area for a keynote? Is there a single space large enough?
  • Where will attendees eat?
  • Where will sponsors be placed?

• What does the venue offer?

  • How will internet be provided? Is there enough bandwidth for speakers only, or can attendees be included?
  • If the internet is open, is it locked down in any way (e.g. many community colleges lock down open internet)
  • Is there any A/V support? What kind?
  • Is there any facilities support? What kind?

• How Big?

• Venue considerations

  • Date availability
  • Contracts and Potential Liability
  • Accessibility/Locale considerations (proximity to hotel, parking, fun stuff)