Selecting Your Location,
Date, & Venue
Strategically selecting your conference location, venue, and date can be beneficial to your event. With the audience you are trying to attract in mind, consider what will both enable and motivate them to come to your conference. You can leverage the expertise and buying power of IEEE and expedite processing by reaching out to MCE as you start your planning.
Jump to a Topic:
- Affordability, desirability, safety – City venue or resort destination? Domestic (USA) vs. International? Is your location affordable without compromising the attendee experience? Will the location you select attract international participants? Is the location safe for attendees?
- Community – Select a location that represents your target audience and desired sponsors. Consider regions and cities that have a high volume of related industry and academic professionals within your field, and a potential pool of speakers for your conference.
- Tax Considerations
- U.S. Sales Tax Exempt – IEEE is exempt from Sales Tax in certain states in the US. There are also some states that do not charge sales tax. There can be considerable cost savings if you choose a location in these states.
- Tax Burdens – Learn about potential tax implications for non-US locations.
- Transportation – What international airports service your chosen city? Consider travel time to the airport when contracting your venue, and what ground transportation is available (metro, trains, buses, etc.)
- Weather – Avoid seasons with extreme temperatures and likelihood of storms.
- Co-location – Consider co-locating with other IEEE events that incorporate similar content, topics, or industry. This may improve your sponsor and exhibitor pool. Even when co-locating with an IEEE Conference in another topic area, IEEE may be able to help you negotiate lower rates and additional concessions (bundling).
Venue type – Convention Center or Hotel? Consider how much space you will need (plenary session, exhibit hall, technical sessions), the expected number of attendees, and sleeping room block requirements.
- Holidays – Make sure to avoid local and religious holidays when selecting the date of your event. Also, keep in mind popular vacation dates and school holidays when attendees may not be available to attend your conference.
- Conflicting Events – Be aware of any other events taking place in your chosen city. These can include city-wide conferences, sporting or musical events, political gatherings and conventions, and other IEEE events.
- Pattern of Dates – Consider weekend vs. weekdays or a combination of both. This can affect attendance as well as rates. For annual conferences, try to maintain the pattern from previous years if successful.
- CVBs and DMCs – CVBs (Convention & Visitors Bureaus) and DMCs (Destination Management Companies) can help make you aware of other events happening in the city, connect you with local resources and make you aware of specific offers, tax breaks, and travel requirements.
- MCE – MCE has expertise in destinations that have been successful, and we would be happy to talk it through with you at no charge. Contact MCE: email@example.com.