{"id":1841,"date":"2019-08-23T23:52:02","date_gmt":"2019-08-23T13:52:02","guid":{"rendered":"https:\/\/www.eventzilla.net\/blog\/?p=1841"},"modified":"2026-01-24T23:50:46","modified_gmt":"2026-01-25T05:50:46","slug":"a-checklist-for-event-professionals-while-selecting-the-perfect-conference-venue","status":"publish","type":"post","link":"https:\/\/www.eventzilla.net\/de\/blog\/event-planning-tips\/a-checklist-for-event-professionals-while-selecting-the-perfect-conference-venue\/","title":{"rendered":"A Checklist for Event Professionals while Selecting the Perfect Conference Venue"},"content":{"rendered":"\n

When you\u2019re a professional corporate event planner<\/a>, you are expected to deliver the best experiences for\nyour clients every single time.<\/p>\n\n\n\n

And that isn\u2019t always\neasy \u2013 there are hundreds of details you need to consider when choosing a\nvenue, and sometimes even when everything looks good on paper, the site fails\nto meet your expectations.<\/p>\n\n\n\n

Luckily, you can take steps to increase the chances of finding the perfect conference venue<\/a> and ensure that all of the attendees leave your event happy.<\/p>\n\n\n\n

Let\u2019s go over a\nchecklist of the things you should take into account below.<\/p>\n\n\n\n

Consider Your Budget<\/h2>\n\n\n\n

As is in most instances\ninvolving corporate or any other type of events, budget restrictions play a\nsignificant role in what kinds of choices you end up making.<\/p>\n\n\n\n

As a corporate conference organizer<\/a>, you are expected to find the best possible value\ndeal for a venue that not only falls within the budget but also delivers on all\nof the amenities and other requirements.<\/p>\n\n\n\n

When starting your\nsearch for the perfect venue, you will likely have to eliminate a lot of the\noptions because of the budget, but don\u2019t worry, as there are ways how you can\nget more for every pound that you spend. <\/p>\n\n\n\n

First off, you should\nmake sure that you book your venue as early as possible \u2013 as soon as you know\nthe approximate dates of your conference, you should start looking at potential\noptions and calling to see if they\u2019d like to book a place early at a reduced\nprice.<\/p>\n\n\n\n

Often, sites will be\nhappy to offer a better deal to fill up their calendar in advance rather than\nrisk keeping the slot open altogether.<\/p>\n\n\n\n

If you find a venue\nthat you think is ideal, but the price is out of your range, you could try and\ncontact them, asking if they\u2019d be willing to cut a deal, as you may sometimes\nget a great deal on a venue you couldn\u2019t afford otherwise. <\/p>\n\n\n\n

Estimate the Number of\nAttendees<\/h2>\n\n\n\n

Another crucial aspect\nof the venue selection process is figuring out how many attendees are coming to\nyour event.<\/p>\n\n\n\n

Now, it\u2019s\nunderstandable that you may not be able to pinpoint the exact number up until\njust a few days or weeks before the event, but you need to be able to make\napproximate estimations if you don\u2019t want your event to become overcrowded or\nhave a venue that\u2019s barely filled out.<\/p>\n\n\n\n

Finding a balance\nbetween getting a venue that\u2019s too big or risking getting one that\u2019s too small\nrequires experience, but as a corporate event planner, you should be able to reach\nat least a ballpark number of the number of attendees that should be coming. <\/p>\n\n\n\n

Once you have a rough\nidea, you should start looking at venue capacities, and at this point, it\u2019s a\nsafer bet to err on the bigger site in terms of venue size, as you want to\nleave yourself some room for an unexpected increase in capacity rather than\nhave your event too full and having to turn away guests, which is never a good\nlook. Learn More<\/a><\/p>\n\n\n\n

List Out Your Requirements<\/h2>\n\n\n\n

If you\u2019re planning a\nbig conference, chances are that you\u2019ll have a long list of requirements that\nyour venue will need to meet.<\/p>\n\n\n\n

Sure, you can try and\nfind some of the suppliers yourself, and in some instances, that can make sense\nfrom a financial perspective. But in the end, the most convenient scenario is\nthe venue providing you with all of the necessary amenities, tech, catering,\nand everything else that you might need.<\/p>\n\n\n\n

Therefore, when looking\ninto specific sites, you should have a list of things that you\u2019ll need in terms\nof catering, accommodation, sound or video tech, accessibility, and everything\nelse that you think of.<\/p>\n\n\n\n

This way, you can\neliminate a lot of the options instantly and save time for the venues that have\nthe most potential.<\/p>\n\n\n\n

One thing to consider\nis that even if a venue says it has specific amenities, you shouldn\u2019t take\ntheir word for it and should always check in person to verify that all of the\nlisted amenities are not only available but of satisfactory quality.<\/p>\n\n\n\n

Think About the Location<\/h2>\n\n\n\n

A common mistake of a\nnovice corporate conference organizer is not taking enough consideration about\nthe location of the venue. <\/p>\n\n\n\n

Even though corporate\nevents aren\u2019t as dependent on being at a central location in the city, there\nare still some location aspects that could have a considerable impact on your\nevent\u2019s attendance and even its public perception.<\/p>\n\n\n\n

Therefore, you need to\ntake into account your event\u2019s type, its scope, and the habits of your\nattendees to ensure that the location is as convenient as possible.<\/p>\n\n\n\n

For starters, you\nshould figure out where the majority of your attendees will be coming from.<\/p>\n\n\n\n

If it\u2019s a local event\nand most of the guest are coming from the city, a central location that\u2019s the\nhub of public transportation makes sense \u2013 most cities are inconvenient to\naccess by car, so you need to make sure that guests have an easy time arriving\nby bus, a subway system, or a taxi.<\/p>\n\n\n\n

However, if your guests\ntravel from all around the country, then a location near the central station\nmakes sense, as people don\u2019t have to commute for a long time after arriving by\ntrain or by shuttle. <\/p>\n\n\n\n

Finally, if the event\nis international, you may find that the best option is a venue that\u2019s further\nfrom the inner city and closer to the airport.<\/p>\n\n\n\n

This way, instead of\nhaving to make the lengthy trip from and back to the airport, people can go\ndirectly to your conference and then be back at the airport as soon as the\nevent is finished. <\/p>\n\n\n\n

Remember, conference attendees, are busy people who will take into account the time and effort it will take to get to your event, so you need to think ahead and make the trip, as well as the decision to come, as easy as possible.<\/p>\n\n\n\n

By Sarah Hill for\nsevenevents.co.uk<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"

When you\u2019re a professional corporate event planner, you are expected to deliver the best experiences for your clients every single time. And that isn\u2019t always easy \u2013 there are hundreds of details you need to consider when choosing a venue, and sometimes even when everything looks good on paper, the site fails to meet your […]<\/p>\n","protected":false},"author":8,"featured_media":1842,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[509],"tags":[276,526],"class_list":["post-1841","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-event-planning-tips","tag-event-planning-ideas","tag-conference-venues"],"acf":[],"yoast_head":"\nEvent Venue Selection Checklist - Eventzilla<\/title>\n<meta name=\"description\" content=\"Get more value for your budget when choosing a venue.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" 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