Here at Venueseeker, we know that choosing a conference venue can be a tricky affair and there are just so many things to think about that it can be hard to keep on track of everything.
When you get to the venue you might get swept up with the excitement and forget to ask some essential questions, so here is a handy list of some of the most important questions to ask when choosing a conference venue.
1. Are your dates available?
Why should I ask this?
We know that this may seem like a really obvious question to ask, but it is perhaps the essential question. You need to make sure that the date you want is free, especially if you have a certain date that is un-negotiable, like an anniversary or a special day for your company.
If you didn’t have any specific dates in mind then ask about certain times of the year that they offer discounts, for when they are less busy.
2. What are the transport links like?
Why should I ask this?
Here at Venueseeker, we believe that this is one of the most important questions to ask when choosing a conference venue, especially if you are welcoming lots of guests to your conference. If you have attendees that are coming from far away, you need to consider how easily accessible it is from a variety of transport methods.
Think about how close the venue is to main motorways, can it be easily and conveniently accessed by public transport, including airports if your guests may be coming from overseas.
People are really busy, so if it takes a lot of time and hassle to get to the conference, then people may not come.
3. Is there any accommodation available?
Why should I ask this?
If you have guests coming from far away or are hosting a multi-day conference, you should consider where people might want to stay. Does the venue have a hotel attached and are there special rates available for conference attendees?
If there is no hotel attached, we recommend asking about local hotels that your venue may have deals with for conferences.
4. What is the area like?
Why should I ask this?
Asking about the local area gives you an idea of what type of location and environment you might host your conference in.
We also think this question is essential because it makes you look at the local area to see if there are any local bars or restaurants that are open before or after the conference to maximise networking opportunities.
5. Is the venue big enough for all of your attendees?
Why should I ask this?
You want enough space for your guests not to feel crowded and a venue big enough to accommodate any activities you might have planned. If you need staging for your event, make sure you ask about this as well.
This is important because you want the space to flow and if you have to squeeze a stage in there at the last minute, the space is likely to feel crowded and uncomfortable.
6. What facilities are available?
Why should I ask this?
It doesn’t matter if you know exactly what your conference will look like or if you don’t really have a set plan of the event, you will need to know what facilities are available to you at the venue.
You might need a theatre, meeting rooms, outside space or even areas for breakout sessions. Here at Venue Seeker, we think that knowing about what sort of spaces they have available can help shape your conference or rule out venues if you have a strict idea of what you want or need.
7. What are the technical capabilities?
Why should I ask this?
It doesn’t matter what type of conference it will be, it’s likely that you will need audio or visual equipment. So making sure that you will have access to the equipment you need is essential to the smooth running of your conference in our opinion.
As well as the presenting equipment, you should also find out if there are guest facilities such as Wi-Fi and can it manage all of your guests using it at once. We also recommend finding out if there are printing and mailing services as some attendees might need to work whilst away from the office.
8. How much does venue hire cost?
Why should I ask this?
This is another one of the seemingly obvious questions to ask when choosing a conference venue but we think that it’s something you need to know to get an overview of costs.
Ask for a price breakdown and how much the deposit will be and be sure to get any information about any extra charges the venue might have and what their policy on cancelation is.
9. What is the reputation of the venue?
Why should I ask this?
Asking this can help to give you a picture of what types of events they are used to hosting and if they are capable of hosting yours.
Ask them what type of events they host most frequently and if they have worked with companies similar to yours. If they can provide some references, even better.
10. What is the catering situation?
Why should I ask this?
Food is a very important part of most events and its certainly no different at conferences. We recommend asking if your venue has on-site catering and if so what are the caterer’s specialities.
Ask if the caterer can accommodate special diets as well, as you never know what requirements your guests mi
ght have. You should also ask about food and drink minimums to get a better idea of the costs involved.
Picking a conference venue can be a really exciting and enjoyable task, but don’t forget about these all important questions to help you understand the venue and all the things you need for the smooth running of your event.
We are confident that with this checklist of the most important questions to ask when choosing a conference venue, you are sure to have a great venue that will impress your guests.
If you are looking for a great conference venue, then please get in touch with us. We can help you find the ideal venue for your conference.
