The Ultimate Guide to Selecting the Perfect Conference Venue

Top Tips for Event Planners

As an event planner, one of the most crucial decisions you’ll make is selecting the right conference venues. The perfect venue can elevate your event, while the wrong choice can lead to numerous challenges. This comprehensive guide will walk you through the essential factors to consider when choosing a conference venue, providing you with the knowledge and strategies to ensure your event’s success.

Contents

We will walk you through every aspect of venue selection, from understanding your initial requirements to finalising contractual details. Each section below addresses a crucial element of the venue selection process. Use these links to navigate directly to the topics that interest you most, or read through the entire guide for a complete understanding of how to choose the ideal venue for your next conference.

Understanding Your Event Requirements

Location and Accessibility

Speak to a Venue finder

Technical Facilities and Equipment

Catering Services and Food Options

Accommodation and Transport

Budget Management and Cost Considerations

Venue Amenities and Additional Services

Safety and Security Measures

Contractual Considerations

Summary

 

Understanding Your Event Requirements

Before you begin your search for the perfect conference venue, it’s crucial to have a clear understanding of your event’s specific requirements. This foundational step will guide all your subsequent decisions and help you narrow down your options effectively.

Key Factors to Consider:

1. Event Type and Purpose: Is it a corporate conference, a trade show, or an academic convention? Each type of event has unique needs that will influence your venue choice.
2. Expected Attendance: Have a realistic estimate of the number of attendees. This will be crucial in determining the size of the venue you need.
3. Event Duration: Will it be a one-day event or span several days? Multi-day events may require venues with more amenities or nearby accommodation options.
4. Budget: Determine your overall budget and how much you can allocate to the venue. This will help you focus on options within your price range.
5. Date and Time: Consider the season and time of year, as this can affect venue availability and pricing.
6. Special Requirements: Think about any unique needs your event might have, such as exhibition space, breakout rooms, or specific technical capabilities.

By clearly defining these aspects of your event, you’ll be better equipped to communicate your needs to potential venues and make informed comparisons between different options.

 

 

Location and Accessibility

The location of your conference venue can significantly impact attendance and overall event success. A convenient and accessible location can boost participation and enhance the attendee experience.

Factors to Consider:

1. Proximity to Attendees: Choose a location that’s convenient for the majority of your attendees. For local events, a central city location might be ideal. For national or international conferences, consider venues near major airports or transport hubs.
2. Transport Options: Ensure there are various transport options available, including public transit, taxi services, and ride-sharing options. If many attendees will be driving, adequate parking facilities are essential.
3. Nearby Attractions: Consider venues in areas with restaurants, shops, or tourist attractions. This can enhance the overall experience for attendees, especially for multi-day events.
4. Accessibility for Disabled Attendees: Ensure the venue complies with accessibility standards and can accommodate attendees with disabilities.

Speak to a Venue Finder – Location, Location, Location:

When planning a national sales conference for an international tech company, Function Fixers, the UK’s leading event planner, selected a shortlist of venues in London that were easily accessible from London Heathrow and London Gatwick. The final venue, Wotton House in Dorking, Surrey, was selected for it’s accessability between the two international airports and it’s historic setting within a 300 achre estate. This gem, completely overlooked by the in-house tech company team, proved to be a masterstroke. The company later reported it was their best event to date, leaving them immensely grateful for enlisting the expertise of a professional venue finder.

A professional venue planner like Function Fixers can significantly streamline the selection process and enhance the overall event outcome. Here’s why:

Time and Cost Efficiency: Venue planners have extensive networks and can quickly shortlist suitable options, saving you countless hours of research and negotiations. Their industry relationships often translate to better rates and terms.

Local Knowledge: Planners possess in-depth knowledge of local areas, transport links, and hidden gems that might not be apparent to out-of-town organisers.

Experience-Based Insights: With numerous events under their belt, planners can anticipate potential issues and suggest solutions before they become problems.

Tailored Recommendations: Professional planners take the time to understand your specific event needs and can recommend venues that align perfectly with your vision and requirements.

Negotiation Skills: Experienced planners know how to negotiate contracts effectively, potentially securing better deals and more favorable terms than you might achieve on your own.

Stress Reduction: By handling the time-consuming and often complex process of venue selection, planners allow you to focus on other crucial aspects of event planning.

Risk Mitigation: Planners are well-versed in industry standards and potential pitfalls, helping you avoid common mistakes and ensure your event runs smoothly.

Venue Capacity and Layout

The size and layout of your venue are critical factors that directly impact the flow and functionality of your event. A well-chosen venue should comfortably accommodate all your attendees and activities while providing an atmosphere conducive to your event’s goals.

Key Considerations:

1. Capacity: Ensure the venue can comfortably hold your expected number of attendees. Remember to account for things like furniture, stage areas, and circulation space when considering capacity.
2. Flexibility: Look for venues that offer flexible spaces which can be adapted to your needs. This might include movable walls, modular furniture, or multi-purpose areas.
3. Flow of Traffic: Consider how attendees will move through the space. Are there potential bottlenecks? Is there enough room for networking and informal gatherings?
4. Breakout Spaces: For conferences with multiple tracks or sessions, ensure there are adequate breakout rooms or areas for smaller group activities.
5. Registration and Check-in Areas: Look for venues with suitable spaces for registration desks and queuing areas.
6. Staging and Audiovisual Requirements: Ensure the main conference area can accommodate your staging and AV needs, including sightlines for all attendees.

Layout Options:

Different types of events may require different layouts. Here are some common options:

1. Theater Style: Rows of chairs facing a stage or podium, ideal for presentations or keynote speeches.
2. Classroom Style: Rows of tables with chairs facing the front, suitable for note-taking during lectures or workshops.
3. Banquet Style: Round tables with chairs, often used for meals or networking events.
4. U-Shape or Boardroom Style: Tables arranged in a U shape or rectangle, good for smaller, interactive sessions.
5. Exhibition Style: Open floor plan with booth spaces, ideal for trade shows or poster sessions.

Function Fixers Tip: Always ask for floor plans and, if possible, visit the venue in person to visualise how your event will fit into the space. Many venues now offer virtual tours, which can be a useful tool if an in-person visit isn’t possible.

Technical Facilities and Equipment

In today’s digital age, the technical capabilities of a conference venue are more important than ever. Ensuring your venue can meet your technological needs is crucial for a smooth and professional event.

Essential Technical Considerations:

1. Wi-Fi and Internet Connectivity: High-speed, reliable internet is crucial for most modern conferences. Ensure the venue’s Wi-Fi can handle the number of attendees you expect and any bandwidth-heavy activities you have planned.
2. Audiovisual Equipment: Check what AV equipment is provided by the venue and what you might need to bring in externally. This might include:

– Projectors and screens
– Microphones (wireless and podium)
– Speakers and sound systems
– Lighting equipment

3. Power Supply: Ensure there are sufficient power outlets throughout the venue, especially if attendees will be using laptops or other devices.
4. Technical Support: Inquire about on-site technical support. Having technicians available can be invaluable if issues arise during your event.
5. Livestreaming Capabilities: If you plan to livestream parts of your conference, ensure the venue has the necessary infrastructure and bandwidth to support this.
6. Hybrid Event Support: In the post-COVID era, many conferences have a hybrid component. Check if the venue has experience hosting hybrid events and what technologies they offer to support this.

Additional Technological Features to Consider:

Digital Signage: Some venues offer digital displays for wayfinding or event information.

Charging Stations: Dedicated areas where attendees can charge their devices can be a valuable amenity.

Interactive Technology: Features like audience response systems or event apps may require specific technical support from the venue.

Function Fixers Tip: Always test the technical facilities before your event. Schedule a technical run-through with the venue’s AV team to ensure everything works as expected and to familiarise yourself with the equipment.

Catering Services and Food Options

The quality and variety of food can significantly impact attendee satisfaction. When evaluating venues, carefully consider their catering capabilities and food options.

Key Catering Considerations:

1. In-house vs. External Catering: Some venues have in-house catering services, while others allow or require external caterers. Each option has pros and cons in terms of cost, flexibility, and quality.
2. Menu Options: Ensure the caterer can provide a range of options to suit different dietary requirements, including vegetarian, vegan, gluten-free, and allergy-friendly choices.
3. Meal Styles: Consider what types of meals you’ll need – buffet, plated meals, cocktail-style finger food, or a mix. Ensure the venue can accommodate your preferences.
4. Beverage Services: Discuss options for coffee breaks, water stations, and alcoholic beverage services if required.
5. Tasting Sessions: For larger events, ask if you can arrange a tasting session to sample the food quality before committing.
6. Kitchen Facilities: If you’re using external caterers, check what kitchen facilities are available at the venue.
7. Service Staff: Inquire about the number and experience level of serving staff provided.

Food and Beverage Minimums:

Many venues have food and beverage minimums – a set amount you must spend on catering. Be sure to understand these requirements and factor them into your budget.

Function Fixers Tip:Don’t forget about breaks and networking time when planning your catering. Well-timed coffee breaks and snacks can help keep energy levels up and provide valuable networking opportunities.

Accommodation and Transport

For multi-day conferences or events with many out-of-town attendees, considering accommodation and transport options is crucial.

Accommodation Considerations:

1. On-site Accommodation: Some conference centers or hotels offer on-site accommodation, which can be very convenient for attendees.
2. Nearby Hotels: If on-site accommodation isn’t available or sufficient, research nearby hotels. Look for a range of options to suit different budgets.
3. Room Blocks: Many hotels offer room blocks for events, allowing you to reserve a set number of rooms at a discounted rate. Understand the terms of these agreements, including cutoff dates and minimum night stays.
4. Amenities: Consider what amenities are important for your attendees, such as free Wi-Fi, fitness centers, or business centers.

Transport Considerations:

1. Airport Transfers: For attendees flying in, consider arranging airport transfers or providing information on the best ways to reach the venue from the airport.
2. Local Transport: Provide information on public transport options, taxi services, and ride-sharing availability.
3. Parking: If many attendees will be driving, ensure there’s adequate parking available, either at the venue or nearby.
4. Shuttle Services: For venues that are not centrally located, consider arranging shuttle services to and from nearby hotels or attractions.

Function Fixers Tip: Create a comprehensive travel guide for attendees, including accommodation options, transport details, and local area information. This can greatly enhance the attendee experience and reduce logistical questions.

Budget Management and Cost Considerations

Managing your budget effectively is crucial when selecting a conference venue. Understanding all potential costs upfront can help you avoid surprises and make informed decisions.

Key Cost Considerations:

1. Venue Rental Fee: This is often the largest single expense. Understand what’s included in this fee and what additional costs you might incur.
2. Food and Beverage Costs: As mentioned earlier, many venues have F&B minimums. Ensure you understand these and factor them into your budget.
3. Audio-Visual Costs: If the venue doesn’t include AV equipment in the rental fee, this can be a significant additional expense.
4. Staff Costs: This might include venue staff, security personnel, or additional staff you need to hire.
5. Insurance: Many venues require event insurance. Check what’s required and factor this into your budget.
6. Taxes and Service Charges: Don’t forget to account for these in your calculations. They can add a significant amount to your total cost.

Budget-Saving Strategies:

1. Flexible Dates: Being flexible with your event dates can sometimes lead to better rates, especially during off-peak seasons.
2. Package Deals: Some venues offer package deals that include accommodation, catering, and AV equipment. These can sometimes offer better value than piecing everything together separately.
3. Negotiate: Don’t be afraid to negotiate on prices, especially for larger events or if you’re booking multiple events.
4. Consider Non-Traditional Venues: Sometimes, non-traditional venues like universities, museums, or community centers can offer competitive rates.

Function Fixers Tip: Always get a detailed, itemised quote from venues you’re seriously considering. This allows you to compare options accurately and ensures you understand all potential costs.

Venue Amenities and Additional Services

The amenities and additional services offered by a venue can greatly enhance the attendee experience and potentially simplify your planning process.

Common Amenities to Consider:

1. Business Center: A fully equipped business center can be invaluable for attendees who need to stay connected with their office.
2. Lounge Areas: Comfortable spaces for networking and relaxation between sessions can greatly enhance the attendee experience.
3. Outdoor Spaces: Gardens, terraces, or rooftop areas can provide pleasant spaces for breaks or outdoor sessions.
4. Fitness Facilities: For multi-day events, access to fitness facilities can be appreciated by attendees.
5. On-site Restaurants or Cafes: These can provide convenient dining options for attendees.

Additional Services:

1. Event Planning Assistance: Some venues offer event planning services, which can be helpful, especially for larger or more complex events.
2. On-site Technical Support: As mentioned earlier, having technical staff available can be crucial for smooth operations.
3. Concierge Services: These can be helpful for attendees, especially in handling travel arrangements or local recommendations.
4. Decoration and Signage: Some venues offer these services, which can save you time and effort in sourcing external providers.

Function Fixers Tip: While amenities can enhance your event, be sure to prioritise those that align with your event goals and attendee needs. Don’t be swayed by impressive amenities that your attendees are unlikely to use or appreciate.

Safety and Security Measures

Ensuring the safety and security of your attendees should be a top priority when selecting a conference venue.

Key Safety Considerations:

1. Emergency Procedures: Ensure the venue has clear, well-communicated emergency procedures. This includes evacuation plans, clearly marked exits, and staff trained in emergency response.
2. Fire Safety: Check that the venue complies with all fire safety regulations, including functional smoke detectors, fire extinguishers, and sprinkler systems.
3. First Aid Facilities: Inquire about on-site first aid facilities and the availability of trained medical personnel.
4. Security Personnel: Discuss the venue’s security arrangements. For larger events, you may need to arrange additional security.
5. Crowd Management: Ensure the venue has strategies in place for managing large crowds, including clear signage and adequate staffing.

Data Security:

In today’s digital age, data security is also crucial. If your event involves the collection or sharing of sensitive information, ensure the venue’s Wi-Fi networks are secure and compliant with relevant data protection regulations.

Insurance:

Check what insurance the venue has and what additional insurance you might need to take out for your event. This typically includes public liability insurance.

Function Fixers Tip: Develop a comprehensive risk assessment for your event, considering all potential safety and security issues. Share this with the venue and work together to mitigate any identified risks.

Contractual Considerations

Once you’ve found a venue that meets your needs, it’s crucial to carefully review and negotiate the contract. A well-crafted contract protects both parties and ensures everyone is clear on their responsibilities.

Key Contract Elements:

1. Dates and Times: Clearly specify the exact dates and times you’ll have access to the venue, including setup and breakdown times.
2. Costs and Payment Terms: Detail all costs, including deposits, payment schedules, and any potential additional charges.
3. Cancellation Policy: Understand the venue’s cancellation policy and any associated fees. Consider negotiating more flexible terms if possible.
4. Force Majeure Clause: This clause covers unforeseeable circumstances that prevent you from fulfilling a contract. Ensure it’s comprehensive and covers scenarios like pandemics or natural disasters.
5. Insurance Requirements: Clearly state what insurance is required and who is responsible for obtaining it.
6. Amenities and Services Included: Specify exactly what services and amenities are included in the contract price.
7. Exclusive Providers: If the venue requires you to use certain providers (e.g., for catering or AV), this should be clearly stated.
8. Damage Clause: Understand your liability for any damage that might occur during your event.

Negotiation Tips:

1. Don’t be afraid to negotiate. Many aspects of venue contracts are flexible, especially for larger events.
2. If you’re planning multiple events, consider negotiating a multi-event deal for better rates.
3. Always get any changes or verbal agreements in writing as part of the contract.

Summary: Making Your Perfect Venue Selection

Selecting the ideal conference venue is a complex process that requires careful consideration of numerous factors. From understanding your event requirements and assessing location accessibility to evaluating technical facilities and negotiating contracts, each step plays a crucial role in ensuring your event’s success.

Remember these key takeaways:

1. Start with a clear understanding of your event’s specific needs and goals.
2. Prioritise location and accessibility to maximise attendee participation.
3. Ensure the venue’s capacity and layout align with your event structure.
4. Verify that technical facilities meet your event’s technological demands.
5. Consider catering options and accommodate diverse dietary requirements.
6. For multi-day events, factor in accommodation and transport logistics.
7. Manage your budget effectively by understanding all potential costs upfront.
8. Evaluate additional amenities and services that can enhance the attendee experience.
9. Prioritise safety and security measures to protect your attendees and your event.
10. Pay close attention to contractual details and don’t hesitate to negotiate terms.
11. Conduct thorough site visits and evaluations before making your final decision.
12. Consider the venue’s sustainability practices and environmental impact.

 

While this guide provides a comprehensive overview of the venue selection process, it’s important to recognise that each event is unique. The weight given to each factor will vary depending on your specific circumstances and objectives.

For those feeling overwhelmed by the complexity of venue selection, or for events with particular challenges, enlisting the help of professional venue planners can be invaluable. Companies like Function Fixers, for instance, bring years of experience and industry connections to the table, often uncovering perfect venue matches that event organisers might have overlooked.

Whether you’re planning your first conference or your fiftieth, remember that the right venue sets the stage for a successful event. It creates the first impression for your attendees and provides the foundation upon which all other event elements are built. By carefully considering each aspect outlined in this guide, you’ll be well-equipped to select a venue that not only meets your practical needs but also elevates your entire event experience.

With thorough preparation, attention to detail, and perhaps a little expert assistance, you can confidently navigate the venue selection process and set the stage for an unforgettable conference. Here’s to finding your perfect venue and hosting a truly exceptional event! Contact Function Fixers for a free no-obligation chat to make your next event a success!

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