Things to Consider When Choosing a Conference Venue

Conferences are great tools for networking, learning, and collaborating. Whether you’re running a conference or hosting a keynote event, the space you choose can make all the difference. To help you with your decision, let’s delve into the key things to consider when choosing your venue.

Accessibility

Accessibility is a non-negotiable when it comes to choosing a conference venue. This helps maximise event attendance and ensures you are prioritising inclusivity. Before choosing your venue, scope the place out for disabled access such as ramps, lifts, and accessible toilets.

You should also ensure your venue is close to public transportation options so that people can get to the venue who don’t drive. For those that do drive, ensure there are adequate parking facilities or nearby options.

Capacity

The venue’s size should align with the type of event you’re hosting. Smaller workshops and seminars may only need a few dozen seats, however, large conventions or trade shows may need space for thousands of attendees, vendors, and exhibitors. Flexibility in capacity is beneficial to allow you to adapt to different session sizes.

Type of Event

The type of event you’re organising also plays a huge role in venue selection. For practical events, look for venues with adaptable spaces that accommodate interactive exhibits and workshops. Access to outdoor areas can also make these experiences even better.

Business conferences might need dedicated spaces for keynote speakers, breakout sessions, and networking. Therefore, you should make sure there are enough meeting rooms, a central stage area, and space for vendor booths. For events with a central stage, choose a venue with great acoustics, clear sightlines, and advanced audio-visual equipment.

Amenities and Services

When choosing a venue, consider the amenities and services that they provide. Technology is crucial for most events, so check that there is reliable Wi-Fi, audio-visual equipment, and technical support. If your conference includes meals or refreshments, ask about catering services or the venue’s policies on external caterers if this is your plan.

Check if the venue offers wet or dry hire, as this can make or break your event. Wet hire venues offer a range of amenities and services and dry hire allows you to source all services yourself.

Budget

Finally, it’s important not to forget your budget. Ensure that the venue aligns with your budget and objectives. Some venues may offer package deals that include essential services which can potentially save you money on outsourcing.

Takeaway

Choosing the right conference venue involves careful planning and consideration of your event’s specific needs. By focusing on the considerations above, you can select a venue that sets the stage for a successful and memorable conference experience. Remember that the right venue can contribute to the overall success and impact of your event.

If you’re looking for a venue for your next event, get in touch with us and we can discuss your requirements and how we can help.