What makes the event venue special

There are many elements to consider when organizing a conference. Finding the perfect venue for your upcoming conference can be challenging, and it's important to carefully weigh the pros and cons of each location before deciding where to allocate your venue budget.

That's why we've compiled some of the most important tips to help you choose your conference venue.
Top Tips for Renting an Event Venue

• Venue Location

Location is the first thing to consider when choosing a conference venue. If you have attendees traveling from afar, it's helpful to choose a venue in an easily accessible location. This will avoid any accessibility issues and make it easier for your guests to attend the event. Advantages of an ideal venue include being near transportation lines and providing ample parking. If you have attendees traveling long distances to reach the venue, the convenience of the location is particularly important. Choose a venue close to accommodations and a location where visitors can easily access amenities like shops, cafes, and restaurants. This is especially useful if the conference spans several days.

• Venue Space and Layout

When considering the ideal venue for hosting conferences, be sure to take a good look before booking. Take time to think about how the venue will suit the event you are organizing and also consider:
How the staff will handle the expected number of guests
How the main spaces will look with the expected number of guests while adhering to social distancing guidelines

• Check the Possibility of Providing Food for Guests

Offer a variety of food and beverages if possible. Ask the venue you intend to host the event at about their food and beverage menu.
Also consider the chairs, keeping in mind that chairs for lounge areas and networking spaces don't need to be as comfortable as those in the main conference halls and meeting rooms.

• Ensure the Venue Has Technical Support

In any conference, technology is key. Therefore, make sure your event venue is technically equipped. For example:
Ensure there is reliable and fast WiFi connectivity.
Ensure the venue has a backup in case of a power outage.
Ask if the venue has a high level of technical equipment and good technical support for events.
Inquire about the display options at the venue.
Check their screen capabilities.

• Is the Venue Cost Suitable for Your Budget?

The most important aspect of choosing a venue is cost. Ensure the venue offers pricing flexibility. You can also check if the venue offers an all-inclusive rental rate or if it provides more flexible and budget-friendly options.

Are you renting the room or the audio-visual equipment as well? Find out if the venue has a list of preferred suppliers or if you have complete freedom to use your own suppliers.