While it is easy to book a venue for your conference, the inner details of the venue are crucial for a successful conference day.
AV Equipment and Connectivity
Check if a projector and screen, a microphone and reliable Wi-Fi are provided as standard or if they can be hired separately. Find out how fast the Wi-Fi is and ask for a guarantee. Also check if there is a dedicated phone line for taking bookings and dealing with enquiries from delegates. Find out more about the event venue standards in the government’s guidance on event venue standards.
Room Layout Flexibility
Ask if the room can be configured to a ‘theatre style’, ‘boardroom style’ or ‘cabaret style’ in order to ensure that your conference day runs effectively.
Catering on Site
On-site catering means no risk of late delivery. You need to establish what the venue will supply, whether special diets can be catered for and where your delegates will be eating throughout the day.
Breakout Space
A single main room and no space for smaller group sessions or even for delegates to have a private conversation is a real constraint. Is there a lobby, a separate room or even a corner of a corridor where people can escape the main room for a while?
Natural Light and Acoustics
It’s worth bearing in mind that rooms with natural light and good acoustics will help to keep delegates alert and focused throughout the long day. View the rooms prior to your booking.
Parking and Transport Links
Can delegates park on site, or is parking nearby? Is the conference venue within walking distance of a local railway station?
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Choosing a conference venue based on aesthetics rather than detail will cause more problems than it alleviates on the actual conference day.