Choosing the perfect venue for your next conference may seem like a daunting task but it doesn’t have to be. Sometimes the hardest thing is just figuring out where to start. So before you start stressing out about how you’re going to even begin your search for a conference venue, take a deep breath and relax. We’ve done the hard work for you and broken down exactly how to choose the perfect venue for your next conference. If you keep these tips in mind, you’ll end up finding an amazing venue rental for your upcoming event, one that will seem as if it was made just for you.

How to Choose the Best Conference Venue

Location

Before you think about anything else, where do you want your conference to be? Who are you inviting and where are they based? By answering these questions you can narrow down your list of locations for your event. You want to pick a location that is easy to reach. So if you’re inviting a lot of people from out of town who need to fly in, you’ll want a venue that’s close to an airport or at least easy to reach via public transportation. Luckily, if you’re hosting your event in London, there are several well connected airports nearby. On the other hand, if most of your attendees are coming from your office, choosing a venue that’s nearby is your best bet. 

Budget

Once you’ve settled on a location for your conference, it’s time to review your budget. Budgets can be complex so you need to figure out how much of your budget you want to spend on the venue. There are a lot of factors to consider when it comes to venue costs. If you hire a traditional conference venue, you’ll probably be paying a dry hire fee, which is just for the venue. Everything else you’ll need for the day like catering will cost extra. If you don’t have a huge budget, you may want to try  and find a venue that has a daily delegate rate so you’re paying per person. These special rates usually include lunch, tea, and coffee throughout the day, and some other extras. 

Amenities

Speaking of food, one of the biggest things to look out for when choosing the perfect venue for your next conference is the amenities it offers. Make sure to ask about the catering options – so venues have catering onsite and others work with external suppliers. You’ll want AV capabilities and strong wifi. You might want there to be parking onsite. Everyone will have a different list of amenities they’re looking for depending on what their conference is for. The best thing to do is be aware of what amenities are the most important to you because odds are a lot of venues probably wont have everything you need. 

Accessibility

Accessibility is super important when it comes to searching for a venue. You want to make sure that everyone coming to your conference can experience it to the fullest extent. That means that you’ll need to check with the venue to see how accessible it is. You’ll need to see if service animals are allowed inside. You’ll also want to check if there are accessible entrances, seating areas, and bathrooms. Are there lifts inside? Are audio assisted listening devices available? These are all great questions to ask when you’re enquiring with a venue.

Capacities

How many people will be attending your conference? Choosing a venue that feels full no matter how many people show up is key. You don’t want to hire out a venue that feels too big and looks empty when all your guests arrive. You also don’t want to feel cramped and crowded. You might end up with some drop outs on the day of your event, so keep that in mind when looking at venues. 

Vibe

Perhaps one of the most important things to think about when choosing your venue is the overall vibe of the place. If you’re a start up you won’t want to be hosting your conference in a traditional conference venue. You’ll probably want to find a cool and unique venue that has some serious personality. On the flip side, if you work in a more corporate setting, you may find that an expo hall or hotel might be the best choice for your event. 

If you’ve read this and you’re still feeling overwhelmed, reach out! VenueScanner is always here to help you find an epic space for your next event. So if you’re looking for a meeting room or a cool restaurant or something in between, we can help!