How to choose a conference venue

01/05/19

There are many factors that you should take into consideration when booking a conference venue, from the amount of space and features to the size of your budget. Read our top tips for what you should factor in for your conference venue search.

 

Budget

Your budget is something that you need to keep in mind when you are finding a venue for your conference. Remember to check what is included in any quotes you get, whether that includes refreshments, accommodation, technology and any other perks, as well as the venue hire. While occasionally you can stretch a budget, it is important to stay on target to avoid having to make difficult decisions later.

 

Capacity

You don’t want your speaker’s voice to be lost in a cavernous room but you also have to make sure that you have enough room for all of your delegates. Our venue can fit from 10 up to 400 people theatre-style so there will be plenty of room for your delegates. If you would like a different arrangement, we can also offer the following layouts: banquet, boardroom, cabaret, classroom, dinner dance and U-shape – though these will vary for how many people they can fit.

 

Location

People will need to be able to reach your venue easily, whether that means having a nearby venue to your normal place of operations or choosing somewhere with excellent travel connections so that your attendees can reach the venue from different locations. Consider where your attendees will be based and how long they will be likely to need to travel, as this may affect the levels of attendance.

 

Accessibility and features

It is important to consider what you will need for your event. If you would like projectors, smart boards, televisions, flipcharts or sound systems, you will need to make sure that your chosen venue can provide this or that you will be able to bring/rent your own for use at the venue. You should also check that the location is accessible for those with limited mobility, as this could cause issues during the day if it is not easy for everyone to gain access to the conference.

 

Accommodation

At the end of a long day at a conference (or even a short day at a conference) nothing feels better than relaxing in a comfy bed and getting a good night’s rest. If your conference will stretch over more than one day, you may need to find accommodation for all the attendees for a few days, possibly for the night before the conference starts as well, just to make sure that they are refreshed.

 

Catering

It’s important to recharge your delegate’s batteries with high-quality, delicious food. This means that you need to pick a venue that can be flexible enough to meet the demands that your conference will require. When booking or researching a conference venue, ask them about their catering packages and see if they are able to provide refreshments for breaks, as well as larger meals for later on in the day.

 

If you need more advice for planning a conference, get in touch with our events team today on 01773 532 532, who will be happy to help.