{"id":1774,"date":"2019-06-28T21:09:37","date_gmt":"2019-06-28T11:09:37","guid":{"rendered":"https:\/\/www.eventzilla.net\/blog\/?p=1774"},"modified":"2026-01-24T23:51:05","modified_gmt":"2026-01-25T05:51:05","slug":"dos-donts-while-booking-a-conference-venue","status":"publish","type":"post","link":"https:\/\/www.eventzilla.net\/au\/blog\/event-planning-tips\/dos-donts-while-booking-a-conference-venue\/","title":{"rendered":"Do’s & Don’ts while Booking a Conference Venue!"},"content":{"rendered":"\n

As any planner knows, a good portion of any event budget is spent on the venue. And it is one of the most important decisions made when planning an event. The venue sets the tone for your event, not only in the environment and amenities but also in sentiment. If you book a venue that has a negative reputation or bad reviews of past events, you may be setting yourself up for the same. Not to mention the obvious implications of selecting a venue doesn\u2019t fit your needs. There is a lot to consider when choosing the best place to hold a conference. Here are 4 DOs and 4 DON\u2019Ts to consider.  <\/p>\n\n\n\n

DO Think Outside the Box <\/strong><\/p>\n\n\n\n

 A successful\nconference does not have to take place in a hotel meeting room. Demand for non-traditional\nfacilities in on the rise. Find a new and non-traditional venue option that\nwill set your event apart from the crowd. Look for co-working spaces,\nmicro-breweries, wineries, museums, or art galleries. Don\u2019t just choose the\nhottest space. Pick a venue that offers the space and amenities you need as\nwell as sets the right tone.   <\/p>\n\n\n\n

DON\u2019T Bottleneck the Technology <\/strong><\/p>\n\n\n\n

Every attendee will bring at least one Internet-connected\ndevice that needs an electrical charge. Many will have more than one. It\u2019s\nimportant to ensure that your venue\u2019s Wi-Fi access is strong enough for your\nexpected attendance.  If you have to,\nsupplement the service so that there are no slow-downs or blocked access. Also,\ncount the number of outlets in each room, especially breakout rooms. Attendees\nwill appreciate having plenty of options for device charging.  <\/p>\n\n\n\n

DO Be Accessible <\/strong><\/p>\n\n\n\n

It\u2019s important to check the ADA access for every room, especially if you are using a non-traditional venue. Check not only for ample parking, elevators instead of stairs, and accessible bathrooms, but also the acoustics and lighting in each room and the height of drinking fountains and tables. You may need to bring in small fixes such as temporary ramps or shorter tables.  Make sure to add the ADA details to your ticketing website <\/a>so that attendees know what to expect.  <\/p>\n\n\n\n

DON\u2019T Gridlock Your Guests <\/strong><\/p>\n\n\n\n

Before choosing the venue, address the intended flow of\ntraffic through your event.  How is the\nagenda scheduled? What are the traffic patterns? Is it possible to keep people\ncirculating throughout the venue easily? What areas will see the highest\ntraffic? Are the hallways and check-in areas large enough? Are the bathrooms\nlarge enough? These are important considerations when choosing the right venue\nso that attendees spend their time learning and networking, not waiting in\nlines.  <\/p>\n\n\n\n

DO Think About Acoustics <\/strong><\/p>\n\n\n\n

Conferences are all about sharing knowledge. It\u2019s difficult to do that when the speaker can\u2019t be heard, both in a classroom or a networking setting. Consider the acoustics of each room when choosing a venue. This involves not only how sound carries in a room full of people, but also how clear and precise the audio-visual system is. It\u2019s a red flag if it\u2019s not powerful enough to reach the back of the ballroom.  <\/p>\n\n\n\n

DON\u2019T Just Offer Classroom Style <\/strong><\/p>\n\n\n\n

Choose a venue that offers you flexibility when setting up\nyour meeting and breakout session rooms. The room set up impacts how guests\nengage and interact with the speaker and with each other. For certain sessions,\nyou might offer a better experience by setting up in a non-traditional style\nsuch as multiple small round tables or even one large boardroom-style\ntable.  <\/p>\n\n\n\n

DO Think About After Hours <\/strong><\/p>\n\n\n\n

Find a venue that offers or is located near activities for\nattendees after the meetings are over. Look for interesting restaurants, bars,\nshopping, community centers, or fitness centers nearby. Or work with a venue to\nbring in a special activity such as arts and crafts or a service project. Your\nguests will appreciate the special experience and the engagement with a local\nattraction.   <\/p>\n\n\n\n

DON\u2019T Be Surprised By Extra Charges  <\/strong><\/p>\n\n\n\n

Choose a venue that provides you an itemized list of all potential charges when booking your date. Review it carefully so that there are no surprises. Some venues may only offer estimates on certain event day fees such as load in, load out and corkage fees. You may not know exactly what your final bill will be but you\u2019ll at least have an approximate one.  <\/p>\n\n\n\n

Your event planning skills are put to the test when looking for the best conference<\/a> venue. There are a thousand details to consider. The right venue not only ensures a positive attendee experience, but it can also be a market differentiator.  These 4 DOs and 4 DON\u2019Ts will send you on the path to success.  <\/p>\n","protected":false},"excerpt":{"rendered":"

As any planner knows, a good portion of any event budget is spent on the venue. And it is one of the most important decisions made when planning an event. The venue sets the tone for your event, not only in the environment and amenities but also in sentiment. 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