Choosing A Conference Venue: Our 11 Point Checklist [PLUS PDF]
Many event planners struggle with selecting the perfect conference venue for their events as your choice of venue can make or break your conference success.
Whether you're organising your first event or you're a seasoned planner, having a structured approach is absolutely necessary.
In this concise article you'll find our comprehensive 11-point checklist that’ll be invaluable for navigating the venue selection process for your business.
We hope you enjoy the article (and downloadable PDF).
What Makes A Good Conference Venue?
We've compiled this guide based on our years of experience in the events industry here at Gorse Hill, and this downloadable resource will help you make an informed decision that meets your specific requirements.
What makes a good conference venue can be relative to your needs of course but these basics will ensure a solid foundation for conferencing success.
Download the “Choosing A Conference Venue Checklist” PDF HERE
1) Essential Venue Requirements
This MUST be your first step in conference planning and for successful conference planning, you need to establish your must-have requirements upfront.
Your checklist should include crucial items like minimum capacity, technical specifications, accessibility features and budget parameters.
This approach helps you quickly filter out unsuitable venues and focus your search effectively. Once you have outlined these essential requirements, you can begin evaluating venues against your criteria.
2) Budget Considerations
While setting your conference venue budget, you need to consider both direct and hidden costs.
Your venue budget should include not just the basic hire fee, but also catering, technical equipment, and potential overtime charges.
You can often secure better rates by booking off-peak days or booking well in advance.
3) Attendee Numbers
Before finalising your venue choice, carefully consider your expected attendance numbers as you’ll need to estimate both your minimum breakeven figure and maximum potential turnout.
Make sure the venue can comfortably accommodate your group size and any additional requirements.
Your venue should offer flexible spaces for networking, breakout sessions and refreshment areas.
4) Venue Access & Location
You need to carefully consider where your conference venue is situated.
The right location can significantly boost attendance rates and participant satisfaction. Your venue should be easily accessible by various transport options.
Make sure there are good rail and road connections nearby. Check if the venue offers sufficient parking facilities and whether these come at an additional cost.
5) Accommodation Options (On-Site & Nearby)
Some attendees will need overnight stays, so accommodation options are vital for your conference success.
You'll want to ensure there are suitable rooms within walking distance or a short drive. Consider whether your venue offers on-site lodging or has partnerships with nearby hotels.
Think about room rates, availability during your dates, and transport links. If choosing a non-hotel venue, check if local accommodation providers offer conference delegate rates.
6) Event Space Layout Flexibility
Now you need to think about how your space will work for different activities.
Your venue should offer flexible room arrangements that can adapt to your needs. You might want theatre-style seating for presentations, then cabaret-style tables for group work.
Consider the flow between spaces - delegates should move easily between rooms. Look for venues with breakout areas and networking spaces that complement your main conference room.
7) The Venues Technical Infrastructure
Any successful conference relies heavily on top-notch technical capabilities.
You need to ensure your venue offers high-speed WiFi that can handle multiple users simultaneously. Your venue should provide modern AV equipment, reliable power supplies and backup systems.
Check if they offer on-site technical support and have experience with live streaming capabilities.
Consider whether you need recording facilities, digital signage, or interactive technology for audience engagement.
8) On-Site Catering Requirements
Once again, this is an area where you need to think about your attendee delegate needs.
When deciding on your venue, you should consider their catering capabilities and menu flexibility. You'll want to ensure they can accommodate various dietary requirements, offer different service styles (buffet, plated, etc.), and maintain consistent quality for your group size.
Your venue should also be able to provide refreshment stations throughout the day and suggest timing for meal breaks that align with your programme.
9) Venue Staff Support Team
Many venues will assign you a dedicated event coordinator, but you need to know who else is behind the scenes.
Your success depends on having a reliable team that understands your vision. Meet the operations staff, catering team and technical support during your site show round visit.
Ask about their experience with similar events and their approach to problem-solving. A strong venue team will make your planning process smoother and help deliver a memorable conference.
10) Site Venue Show Round
Not making a site show round visit before booking your venue could lead to unwelcome surprises.
You should inspect the venue during the same time of day as your planned event. This allows you to check natural lighting, assess noise levels and spot potential issues.
Your venue walk-through needs to cover everything from parking facilities to bathroom locations.
11) Have A Back-Up Plan
Even with careful planning, things can go wrong so a solid backup plan is essential.
Consider risks like technical failures, cancellations, or bad weather. Check if the venue has alternative spaces available.
Ensure there are backup power supplies and internet connections. On-site technical support is a must. Clear communication with venue staff helps handle issues quickly.
Remember: A strong backup plan will keep your conference running smoothly.
Choosing A Conference Venue: Final Wrap
There you have it guys, the process of choosing a conference venue need not be daunting but rather, becomes straightforward with our 11-point checklist.
You can now confidently assess venues based on imperative criteria like budget, capacity, and technical facilities.
Your checklist covers unique aspects such as pre-event venue simulation tools, sustainability credentials, staff expertise, and emergency backup plans.
With these guidelines, you'll find a venue that not only meets your basic requirements but also adds value to your event's success.
And as a top Conference Venue in Surrey, we welcome you to check us out here at Gorse Hill for your next conference!
For more related reads explore our sister properties article "14 Creative Conference Ideas To Engage Your Audience".
Download the “Choosing A Conference Venue Checklist” PDF HERE
Choosing A Conference Venue FAQS
What are the first steps in choosing a conference venue?
Start by making a list of must-haves and nice-to-haves. Check your budget and expected number of attendees. These basics will help narrow down your options.
How important is the venue's location?
Location is vital for getting people to attend. Look for venues with good transport links and plenty of parking. Check if the parking is free or paid.
What should I know about venue technology?
Check if the venue has built-in AV equipment and reliable Wi-Fi. Ask how many people can use the Wi-Fi at once. Get clear costs for any extra tech needs.
How do I ensure the venue can handle my catering needs?
Ask to see sample menus and discuss dietary requirements. Check if they can offer different serving styles. Find out if outside catering is allowed.
What should I look for during a venue visit?
Look at room layouts and check if spaces can be changed. Ask about virtual tours to see the venue in detail. Measure spaces to ensure your setup will fit.
Download the “Choosing A Conference Venue Checklist” PDF HERE