Category: Planning Your Event

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Planning Your Event

How to Choose the Perfect Convention Center for Your Event: A Comprehensive Guide

Planning a successful event, whether it’s a bustling trade show, a thought-provoking conference, or a product launch extravaganza, hinges on a crucial decision: selecting the right convention center.

This venue serves as the foundation upon which your event thrives, creating the atmosphere, facilitating logistics, and ultimately influencing attendee satisfaction. However, with a multitude of convention centers available, navigating the selection process can feel overwhelming.

This comprehensive guide will help you to sift through the options and identify the perfect convention center for your event. We’ll delve into the key considerations, from capacity and amenities to location and cost, ensuring you make an informed decision that sets your event up for success.

Cruising Through the Key Factors: Selecting the Ideal Convention Center

Choosing the ideal convention center requires a multi-faceted approach. Here’s a breakdown of the essential factors to consider throughout your selection journey:

  • Capacity:

    • Attendee Numbers: This is the starting point. Accurately estimating the number of attendees you anticipate is crucial. Cramming too many people into a small space creates discomfort and hinders networking opportunities. Conversely, a vast, empty hall in a venue too large can appear sterile and dampen enthusiasm.
    • Exhibitors (Optional): If your event includes a trade show component with vendors showcasing products or services, factor in booth space requirements. Consider the number of exhibitors and the desired size of their booths.
    • Breakout Sessions: Many events incorporate breakout sessions for smaller group discussions and workshops. Ensure the convention center provides sufficient breakout rooms with appropriate seating capacity for these sessions.

  • Amenities:

    • On-site Catering: Reliable on-site catering services are essential for providing refreshments and meals throughout the event. Prioritize a venue with either in-house catering or established partnerships with reputable providers offering diverse options to cater to various dietary needs and preferences.
    • Audio/Visual Equipment: Seamless audio/visual capabilities are instrumental for presentations, keynote speeches, and creating an engaging atmosphere. Does the convention center offer a comprehensive selection of audio/visual equipment rentals, or will you need to source them externally?
    • Internet Connectivity: In today’s tech-driven world, strong and reliable Wi-Fi throughout the convention center is a must-have. This facilitates communication between attendees, allows for live streaming of presentations, and enables online event elements if applicable.
    • Technical Support: The unexpected can happen. Opt for a convention center with experienced technical support staff readily available to troubleshoot any equipment malfunctions or address technical difficulties during your event.
    • Business Center: A business center within the convention center provides a convenient location for attendees to access computers, printing services, and other administrative necessities.

  • Location:

    • Accessibility: Prioritize a location readily accessible to attendees, speakers, and vendors. Proximity to major highways, airports, and public transportation options is a significant advantage, minimizing travel time and maximizing convenience for attendees. 
    • Target Audience: Consider the demographics of your attendees. If your event targets a local audience, a centrally located convention center might be ideal. For events attracting a national or international audience, a venue near the airport or offering easy access to hotels becomes more crucial.
    • Parking Availability: Ample and accessible parking is essential for attendees and vendors. The chosen convention center should either offer sufficient on-site parking facilities or provide access to nearby parking options. 
    • Area Amenities: Consider the surrounding area when making your decision. Proximity to hotels, restaurants, and entertainment options can enhance the overall attendee experience. For out-of-town attendees, a vibrant and interesting surroundings might be a factor in choosing your event.

  • Cost:

    • Rental Fees: Obtain a comprehensive breakdown of rental fees associated with the convention center space. Be sure to factor in additional costs like furniture rentals, security, janitorial services, and potential overtime charges.
    • Catering Services: Inquire about catering packages and pricing options offered by the venue or its preferred vendors to find a solution that aligns with your budget.
    • Audio/Visual Equipment Rentals: If external audio/visual equipment rentals are necessary, factor in their cost when comparing different convention centers.

Additional Considerations:

Beyond the core factors, additional considerations can influence your final decision:

  • ADA Compliance: Ensure the convention center is fully compliant with the Americans with Disabilities Act (ADA) regulations to provide equal access for all attendees.
  • Security Measures: The venue should have adequate security measures in place to safeguard attendees, exhibitors, and their belongings.
  • Sustainability Initiatives: Convention centers with a commitment to environmental responsibility through green initiatives might be a more conscious choice for event organizers.

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Utah Valley Convention Center: Your Premier Event Destination

When it comes to selecting the perfect convention center in Utah Valley, the Utah Valley Convention Center (UVCC) stands out as a premier choice. This state-of-the-art facility offers a comprehensive range of features and services that cater to a diverse array of events, from intimate gatherings to large-scale conferences and trade shows.

Key Features and Benefits of UVCC:

  • Versatile Event Space: UVCC boasts over 83,578 square feet of flexible event space, accommodating events of various sizes and configurations.
  • Prime Location: Situated in the heart of Utah Valley, UVCC offers easy accessibility for attendees and exhibitors, with convenient access to major highways and transportation hubs.
  • Exceptional Amenities: The center provides a wide range of amenities, including state-of-the-art audio/visual equipment, high-speed internet, on-site catering, and business center services.
  • Dedicated Event Planning Team: UVCC’s experienced event planning team is committed to providing personalized service and ensuring a seamless event experience.
  • Sustainability Initiatives: The center embraces sustainable practices, minimizing its environmental impact and offering eco-conscious event solutions.

By choosing UVCC, you’re selecting a venue that combines functionality, aesthetics, and exceptional service to elevate your event to new heights.

Conclusion

Selecting the perfect convention center for your event is a critical decision that can significantly impact the overall success of your gathering. By carefully considering the factors outlined in this guide, you can identify a venue that aligns with your specific needs and budget.

The Utah Valley Convention Center (UVCC) stands out as an exceptional choice, offering a combination of spacious facilities, a prime location, exceptional service, and a commitment to sustainability. By choosing UVCC, you can create a memorable and impactful event that will leave a lasting impression on your attendees.

Ready to host your next event at Utah Valley Convention Center? Contact us today to schedule a tour, discuss your event requirements, and experience firsthand how UVCC can elevate your event to new heights. Fill out our convenient online form to receive a quote for your event or call (801) 851-2200 to start planning your unforgettable event.

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Catering With Dietary Restrictions: Frequently Asked Questions

The Utah Valley Convention Center, a hub of diverse events in Utah, recognizes the importance of accommodating varying dietary needs among attendees.

Food allergies are prevalent worldwide, affecting approximately 8% of children and 5% of adults in the United States. These allergies can range from mild sensitivities to severe, potentially life-threatening reactions.

Beyond common allergens, the Utah Valley Convention Center also understands the growing demand for catering to diverse and evolving dietary preferences. Vegetarian, vegan, and keto options are no longer niche requests, but increasingly standard expectations. Religious dietary restrictions, such as halal or kosher meals, are also carefully considered to ensure inclusivity for all attendees.

Additionally, the Center recognizes the rising awareness of food sustainability and is committed to incorporating locally sourced, ethically produced ingredients whenever possible. This not only supports local farmers and businesses but also aligns with the growing number of eco-conscious guests.

Frequently Asked Questions When Catering An Event With Dietary Restrictions

When catering an event with dietary restrictions, it’s essential to address various concerns to ensure all guests have a positive experience.

Here are some frequently asked questions that may arise:

Q: What specific allergies or dietary restrictions should we be aware of among the guests?

A: This fundamental question identifies key needs, including vegetarian/vegan, gluten-free, nut-free, dairy-free, religious restrictions (kosher, halal), and any other allergies.

Q: Do guests have preferences for spicy or mild food, and are there diabetic guests requiring low-sugar options?

A: Consider spice levels and sugar content to accommodate diverse preferences and health needs.

Q: Can you provide a detailed breakdown of ingredients used in each dish?

A: Guests with dietary restrictions need ingredient transparency to make informed choices.

Q: How do you prevent cross-contamination in the kitchen to ensure safety for those with allergies?

A: Address food preparation and serving practices to prevent potential cross-contamination.

Q: Can allergen-free or special dietary meals be separately plated?

A: Confirm the feasibility of separate plating or serving options for specific dietary needs.

Q: Are there options for guests with specific dietary needs in each course (appetizer, main course, dessert)?

A: Ensure inclusivity across all courses with diverse choices, often best achieved through buffet-style meals.

Q: Are there any other dietary preferences or aversions to specific ingredients that we should consider?

A: Leave room for open-ended feedback to capture any additional dietary concerns.

By addressing these questions, caterers can better understand and accommodate the diverse dietary needs of their guests, ensuring a positive and inclusive dining experience for everyone.

Common Food Allergies To Be Aware of When Catering

When catering an event, it is important to be aware of common food allergies to ensure the safety and well-being of all guests.

The “Big 8” allergens are responsible for 90% of food allergy reactions in the US: milk, eggs, peanuts, tree nuts, fish, shellfish, soy, and wheat.

Here is a breakdown of prevalent food allergies to be mindful of:

Nuts (especially peanuts and tree nuts): Allergic reactions to nuts can be severe. Ensure that no nuts or nut-based ingredients are present in the menu.

Shellfish: Shellfish allergies are common, and it is crucial to avoid serving any dishes containing shellfish or shellfish-derived ingredients.

Milk and Dairy: Lactose intolerance and dairy allergies are prevalent. Offer dairy-free alternatives for guests with these restrictions.

Eggs: Eggs are a common allergen. Be cautious with dishes containing eggs and provide egg-free options if needed.

Wheat and Gluten: Celiac disease and gluten sensitivity require strict avoidance of wheat and gluten-containing ingredients. Provide gluten-free alternatives.

Soy: Soy allergies are common, and soy is present in various processed foods. Check ingredients carefully to avoid soy-based products.

Fish: Fish allergies can be severe. Avoid using fish or fish-derived ingredients in the menu.

Mustard: Mustard allergies are less common but can still cause severe reactions. Check ingredient labels to avoid mustard-containing items.

Sesame Seeds: Sesame seed allergies are becoming more recognized. Be cautious with dishes containing sesame seeds or sesame oil.

Sulfites: Sulfites are often used as preservatives in various foods and drinks. Check for sulfite-containing ingredients, especially in dried fruits and some processed foods.

Corn: Corn allergies can be challenging to manage, as corn derivatives are present in many food products. Carefully check labels for corn-based ingredients.

Nightshades (tomatoes, potatoes, peppers, eggplant): Some individuals may have allergies or sensitivities to nightshade vegetables. Ensure there are alternatives for those with these restrictions.

Latex (cross-reactivity with certain fruits and vegetables): Some individuals with latex allergies may also experience cross-reactivity with certain fruits and vegetables, such as bananas, avocados, and kiwi.

Glutamate (MSG): Some people may be sensitive to monosodium glutamate (MSG). Avoid using MSG or clearly label dishes that contain it.

With catering it is crucial to communicate with guests in advance, clearly label dishes with potential allergens, and have a system in place to prevent cross-contamination. Additionally, having detailed information about the ingredients used in each dish can help guests with food allergies make informed choices.

How Common Are Food Allergies?

The prevalence of food allergies varies by region and population, but estimates suggest that a significant number of people worldwide are affected by some form of food allergy. These allergies have been increasing in recent years and are influenced by factors such as genetics, environment, and changes in lifestyle and dietary habits.

Additionally, the severity of food allergies can vary, with some individuals experiencing mild reactions while others may have more severe and potentially life-threatening reactions (anaphylaxis).

Looking for a Venue that Takes Dietary Restrictions Very Seriously?

Utah Valley Convention Center can customize catering needs to your event. Use our Event Estimate Tool to get started planning your event.

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Conclusion

In ensuring a positive and inclusive experience at the Utah Valley Convention Center, event organizers prioritize understanding and addressing diverse dietary restrictions.

The team’s dedication to dietary inclusivity extends beyond simply avoiding allergens. It reflects a commitment to understanding and respecting the varied preferences and values of its guests, ensuring a positive and welcoming experience for everyone.

Clear communication and detailed menu information underscore the commitment to making events at the Utah Valley Convention Center accessible and enjoyable for everyone, irrespective of their dietary needs.