How to choose the best event and conference venues

Estimated reading time: 3 mins

Whether you’re hosting a product launch, networking event or industry seminar, choosing the best event and conference venues is paramount to ensuring its success. In this article, we offer key strategies to aid your search…

Finding a location for an event often revolves around practicality and price. However, the venue also sets the tone, creates a memorable experience and leaves a lasting impression on attendees. From country houses to trendy bars, there are so many options available that the choice can be overwhelming

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At Bright Vision, we always provide the very best conference management services, so let us guide you through the essential steps to finding the best event and conference venues…

Define your objectives

Before you start your search, it’s essential to have a clear understanding of your objectives and requirements. Define the purpose of the event, the target audience and the number of attendees you expect. Outline the schedule, including any breakout sessions, workshops or networking activities you plan to host. Armed with these details, you can narrow down venues that match your checklist.

Location and accessibility

A venue’s location can significantly impact attendance. You need to find somewhere that is easily accessible for your target audience, so consider major transport links, hotels and other local facilities. If many attendees will be traveling from out of town, is there enough quality accommodation to make their experience convenient and enjoyable?

Capacity and layout

Choose event and conference venues with enough space for your target number of attendees. Ideally, the building should not feel too cramped or too spacious, so ask the venue managers about their maximum capacity and seating arrangements. Evaluate the building’s layout to ensure it can house areas for registration, networking and presentations. Flexibility in room setups can be advantageous, allowing you to adapt the space to different event formats.

Audio-visual and technical facilities

A well-equipped venue is crucial for a successful event, especially when it comes to audio-visual equipment and connectivity. Check if the venue has audio-visual equipment, such as projectors and microphones, as well as high-speed wifi. If your event requires advanced technical support or streaming capabilities, ensure that the venue has the necessary expertise and equipment.

Other services and amenities

The best event and conference venues offer other services that can enhance the overall experience for your attendees. For example, on-site catering can simplify meal planning, while dedicated event coordinators can provide valuable assistance in the planning and execution. Also, take note of the accessibility for individuals with disabilities.

Budget and costs

Having a clear budget is essential when selecting a venue, but keep in mind that the venue cost is only one aspect of the overall event budget. Factor other expenses including catering, decorations, marketing and more. Compare each venue’s options and ask about package deals or discounts for booking in advance or during off-peak seasons.

Reviews and references

As part of your research read reviews and testimonials from other businesses or event organisers who have used the venue in the past. Reach out to the venue and request references to get direct feedback on their services and reliability.

Visit your shortlisted venues

Once you have narrowed down your list of potential venues, schedule site visits to each location. Seeing the venue in person allows you to imagine how your event will look and feel. Take note of the ambiance, cleanliness and overall condition of the facilities. Each visit is a perfect opportunity to ask any additional questions to clarify any remaining concerns.

Looking for event and conference venues?

Selecting your ideal venue is a critical decision that requires careful consideration. By defining your objectives and requirements, you should be able to find the perfect place that aligns with your vision.

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