Finding the right venue

I am applying for a new job. It’s a content writing position for a website I have been following. As I have no work on English online, I am creating little something here. Few lines, content connected to the website, they just want to get the feel of my style…

A few weeks ago I was called to participate in a training course. As a participant. Nothing hard, nothing challenging, two-day course in Portugal in the middle of winter. Perfect getaway for us living in colder parts of Europe. Always nice to escape the snow and wind and get some sun on our faces.

The venue is named Casa Shanti. Located in the rural area, not even a part of a proper village, but a collection of houses at the end of the road. Casa Shanti was once a small farm. Thick stone walls, small windows, wooden ceiling construction, big fireplace. Traditional style for the area. Beautiful garden – lemons, oranges, clementines waiting to be picked, tropic style plants all over. It seems they never felt the real winter.

How do you get there? After landing at the Lisbon airport, you get a metro that takes you to Campo Grande, one of Lisbon’s bus terminals. There you switch to a bus going to Mafra, a small city located 25 km outside the capital. 40-50 minutes ride, depending on the bus you choose. At Mafra, you find a taxi. After you and the taxi driver spend some minutes to scan the Google Maps and find the right way, off you go to Casa Shanti.

When talking to other participants, everyone was delighted with Casa Shanti. So beautiful, so nice. Yes, it definitely had some charm. But was it the right place for what we came here to do? I’m not an easy person to impress. I need more. That’s why I decided to elaborate the question and find the pros and cons of a venue when picking it as a location for your next training or a workshop.

Number of people

We need to fit! The training room/space needs to be big enough for the group. Having a bit of extra space is always a bonus. Having too much of extra space can feel odd and even make it harder to get the right vibe going on.

Are the participants sleeping at the location? Are they comfortable sharing rooms? Are they comfortable sharing bathrooms? Are there any additional costs regarding accommodation? Yes, all these questions need to be answered in advance, and participants need to know the answers before they come. Possibly even before they apply.

Accessibility & the location

How to get to the venue? Is it easy, is it complicated? How many changes of transport means are needed? Maybe the venue is not right across the train station, you need a train, a bus and a taxi to get there, but is it worth all that?

If it’s complicated to get there, what is available at the location? Are there any break out areas, any shops, any restaurants? Where will they buy cigarettes or a Snickers bar when the sugar level goes down?

The more you limit the participants from their everyday options, more information and preparation is needed in advance. Let them know what can and what cannot be found at the location. Maybe someone will go shopping every day for groceries, so they can add an item to the shopping list. Do you know anything about the medical issues of your participants? If the venue is in an isolated area, check where is the nearest hospital and how fast can an ambulance car come in case of emergency. What happens in a case of fire or an earthquake?

What else is available at the location? How do the surroundings look like? Can people go for a walk, are there any walking paths where you can relax and get some fresh air? Are the neighbors friendly, and what about their dogs? Any wild animals we should be concerned about? What can you do during the break?

Having a lot of potential to explore around the location can be tricky. People can wander off during the break and come late for the next session. If there is no time to explore the area, they can feel disappointed to miss out on the opportunity to enjoy it. Make time in the schedule for exploring the area, or, make it a part of the training. You can get so much by using unique nature locations.

Food & facilities

What are we eating and how often? Any vegetarian or vegan options? Any bonus meat options? Are there any options at all? Do we have snacks, tea, coffee? If you have any participants with special dietary needs, you want to know it in advance. And if resources are limited, they need to know it in advance. Can they make coffee when they want to, or it will be only available during the breaks? For some people, coffee and cigarettes are a very important resource, keep that in mind!

Training room essentials

You want your training room equipped with the tools you need. Do you have everything you need for the training? What boxes do not tick on your checklist? Chairs, tables, flip chart, whiteboard, light, temperature? Are the toilet facilities just around the corner or on the other floor?

If you have to bring a lot of stuff to the training room, how will you carry it? Can you park close? Do you need a trolley, do you need an extra pair of hands?

The content

Finally, is the content congruent with your venue? Do you teach business communication in a yoga center? For some, this should be the first question to think about. On the other hand, if you are capable of turning the disadvantages into funny facts and interesting add-ons, then experiment and play. Connecting unique venues to your trainings can definitely enhance the quality and trigger some positive emotions of your participants. He who dares, wins, as Derek Trotter used to say.

To sum it all up

Many things to think about. We absolutely advise checking your venue before booking it. Take enough time to collect all the information needed. Spend some time exploring the surroundings, see how it fits your training style. Talk to the owner, the manager, the cooks, the waitress, the cleaning lady, see what usually people like or don’t like there. Check nearby cafés, restaurants, parks, shops. Find the best location for the sunset watch. Don’t just be prepared, give all the information in advance to your participants. They will value the time you took to check and organize everything. You will also feel more secure, which will show in your confidence level. And when all the small things are taken care of, you can be more creative and more unique in your training.

On to the next one:

The venue cheat sheet – checkbox list that helps you not to forget anything

Need analysis – find out all you need to know about your participants