Team Building and Evening Events

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5 Questions To Ask When Sourcing A Venue For A Conference

Finding the right venue for your conference can be a lengthy process, not least because there are so many elements to consider. To help you choose the best venue for your event, we’ve put together a list of things you should consider and questions you should ask before making your final decision.

5 Questions To Ask An Event Venue

Is the venue accessible?
First of all: location. Your chosen venue should be accessible, with good links to public transport. This is especially necessary if your delegates will be travelling from far and wide to attend. Further to this, does your chosen venue have parking? If it is not a hotel, is it close to accommodation for people wishing to stay overnight?

When it comes to choosing a venue, location should be one of your top priorities. Getting it wrong could result in low attendance, which has the potential to spoil even the most well crafted events.


How much does it cost?
Alongside a list of ‘must have’ requirements and facilities, budget is one of the biggest driving factors in picking a venue. Therefore, before you start getting quotes and speaking to venues have a firm idea of how much you want to spend and stick to your guns.

It is easy to be tempted by all-singing, all dancing venues that cost the earth. But if you have a set budget to stick to you’re less likely to give in to that temptation.

Like anything, it’s important to be sure you’re getting good value for money. We’re certainly not suggesting you go with the cheapest venue you can find! Instead, do you research and ask questions. Be absolutely clear of what is included in your quoted price (and what isn’t) and check out customer reviews, too.

Does it have everything you need?
A comfortable, inviting venue with high standards of service and the appropriate facilities will leave a lasting impression on your guests. So make sure you explore what facilities are included.

It’s important to see this through attendees eyes, so take a moment to think about the facilities they would both want and need from a venue. For example, parking, wheelchair access, refreshments, Wi-Fi, charging points and places to sit and network are all very important facilities.
As well as this, consider what facilities you will need to make your conference a success. These include: function rooms, smaller meeting rooms, electrical equipment, seating and stationary.

Is there enough room? Or is there too much room?
Size matters and when it comes to choosing a venue you need to ensure it is appropriate for your needs. This will depend on the size and scope of your event. If there are to be multiple sessions happening at the same time, you will need more rooms. If all guests are invited to a keynote speech at the end of the conference, an appropriate amount of space will be necessary to accommodate everyone.

A venue that is too small can be a disaster in terms of event engagement and attendee satisfaction. Similarly a venue that is too large may give the impression that your event isn’t well attended, even if everyone you invited turns up!

Can you have a look around before booking?
We would highly recommend going to see your chosen venue beforehand to better understand if it suits your needs. In stopping by to conduct a site visit you can gain a lot of important insights into the venue, its staff, and the way it is run.

As well as this, you will be able to see the venue first hand and visualise your conference in that space.

Strapped For Time? Try Our Free Venue Finder Service!

Finding the right venue that ticks all the boxes can be time consuming. But here at KDM, we’ve got a secret weapon to give you a head start. Our free Venue Finder service gives you unfettered access to our database of venues across the UK. Through this, you can quickly and easily create a shortlist of venues for your conference or event with our support, all of which meet your exacting requirements.

As we’ve worked with most of these venues before, we can work on your behalf to negotiate the best rate and lead the contracting process, saving you time and money.

To take advantage of this free service, contact us today. Our team would be happy to listen to your requirements and get you started with this free service.