How to Pick an Event Venue:

Picking an event venue takes more planning than you might realise, to ensure guests and speakers are happy, that the program and sessions are run in the best way possible, and to stay within budget. 

Here’s a step-by-step guide to help you pick the best event venue.

1. Understand the event’s purpose and audience

Start by thinking carefully about the purpose of your event, as that will be a big influence on the type of venue you choose. 

For example, a formal conference might require a venue with a large theatre-style set-up and break-out rooms, while a casual seminar might benefit from a more relaxed feel.

Next, consider the size and seniority of your audience. Are they primarily senior executives who would appreciate a nice hotel, or are they a young, dynamic team that might prefer a less conventional venue? Understanding your attendees' expectations and preferences can narrow down your options significantly.

2.  Think carefully about event location

Location is one of the most critical factors in choosing a venue as it impacts how likely people are to attend.

Again, think about your audience. For an event where many attendees are travelling interstate or internationally, a venue with access to the airport and accommodation is a big plus. If your audience is local, pick a venue that’s easy to get to by public transportation and has good parking options.

Also, consider what’s around the venue, such as hotels, restaurants, and entertainment. Again, this will depend on the audience – a multi-day event, for example, might need accommodation options. Or if you have an audience that is likely to want to socialise post-event, take this into consideration.

3. Size and capacity

The size of the venue is crucial to your event’s success. Too small, and your guests will feel cramped; too large, and the space can feel impersonal and empty. Make sure to choose a venue that accommodates your expected number of attendees, plus room for any planned activities or breakout sessions.

It’s also a good idea to get a clear understanding of the seating arrangements and layouts the venue can offer. Options like theatre-style, round tables, or U-shaped setups all have their different strengths, so it all comes down to what your particular event requires.

4. Technology and equipment

It’s important to think about what your event requires in terms of AV equipment, Wi-Fi, lighting, and sound.

For an event that has lots of presentations for example, make sure the venue has appropriate projection screens, microphones, and a sound system as well as a solid lighting set-up. If your event involves remote speakers or attendees, inquire about video conferencing facilities.

Make sure you ask about what tech support is available from the venue on the day – it can make a big difference when your AV is down and your keynote is starting in a few minutes!

Also, reliable, high-speed Wi-Fi is essential for both speakers and attendees. 

5. Understand the budget

The venue cost is often the biggest part of an event budget, so it’s important to consider prices when picking one.

This doesn’t just include the upfront costs, but extra costs such as cleaning or AV setup, which you also have to factor into your budget.

Also, food and beverages are a significant part of any budget. So if you’re trying to keep costs down, look for venues that have options like sandwiches and salads instead of sit down meals.

6. References and reviews

Lastly, look for reviews and references from previous company’s who’ve used the venue as their feedback will help you assess how suitable it is.

Selecting the perfect venue for your corporate event requires understanding your goals, attendees and budget. By planning carefully, you can find the ideal space for your event. Contact us today if you’re looking for an event organiser to assist you!