10 Questions to Ask Before Booking a Conference Venue

Planning a conference can quickly become overwhelming. From finding the perfect location to negotiating rates and managing delegate experience, there are countless details to consider before signing on the dotted line.

Whether you're organising a conference for 50 or 500 delegates, choosing the right venue can make or break your event. Asking the right questions at the start of your conference venue search will save you time, money and potential headaches later on.

We've put together our conference venue checklist to help you choose a venue that ticks all the boxes.

1. Is the Venue the Right Size for Your Event?

It sounds obvious, but capacity isn't always straightforward. A venue that can accommodate 300 delegates theatre-style may only hold 180 for a cabaret layout or 120 for a gala dinner.

Ask:

• What are the room capacities for different layouts?
• Will there be enough space for registration, catering and networking?
• Are there suitable breakout rooms if required?
• Is there flexibility if numbers increase or decrease?

A venue should feel comfortably busy, not overcrowded or empty.

2. Is the Location Convenient for Delegates?

Delegate experience starts long before they arrive. Consider how easy the venue is to reach, particularly if guests are travelling from across the UK.

Ask:

• Is it close to major train stations or airports?
• Are there good public transport links?
• Is parking available?
• Are there hotels nearby for overnight stays?

Choosing a centrally located venue can significantly improve attendance rates and delegate satisfaction.

3. What's Included in the Venue Hire?

Not all conference packages are created equal. What initially appears to be a competitive day delegate rate can quickly become expensive once additional costs are added.

Ask whether the following are included:

• Room hire
• AV equipment
• Wi-Fi
• Tea, coffee and refreshments
• Lunch
• Registration areas
• Staffing support
• Furniture and staging
• Service charges and VAT

Always ask for a full breakdown of costs before comparing venues.

4. Does the Venue Meet Your Technical Requirements?

Technology failures are memorable for all the wrong reasons. Before booking, ensure the venue can comfortably support your event requirements.

Consider:

• How many microphones are included?
• Is there a built-in screen and projector?
• What is the Wi-Fi capacity?
• Can they support hybrid or live-streamed events?
• Is technical support available throughout the day?

For larger conferences, it's worth asking about backup equipment and contingency plans should anything go wrong.

5. Will the Venue Reflect Your Brand and Objectives?

The venue should complement the purpose of your event.

Ask yourself:

• Is this a formal conference or something more creative?
• Will delegates feel inspired by the space?
• Does it align with your organisation's values and culture?
• Will it create the right first impression?

Sometimes the most expensive venue isn't necessarily the best fit. A well-matched venue can have far more impact than simply choosing the most prestigious address.

6. Are There Any Hidden Costs?

This is one of the most common issues we help clients avoid.

Be sure to ask about:

• Minimum spend requirements
• Additional staffing costs
• Corkage charges
• Early access fees
• Overtime charges
• Furniture hire costs
• Delivery and collection charges for suppliers
• Cancellation terms

Understanding the full financial picture will help you stay within budget and avoid unexpected invoices.

7. Can the Venue Cater for Dietary Requirements?

Food plays an important role in delegate experience. Increasingly, conferences require venues to cater for a wide range of dietary needs.

Ask:

• Can they cater for allergies and intolerances?
• Are vegan and vegetarian options available?
• Can menus be adapted?
• How are dietary requirements managed and labelled?

It's also worth asking whether refreshments can be varied throughout the day rather than offering the same options at every break.

8. Is the Venue Sustainable?

Sustainability is becoming an important consideration for many organisations when selecting conference venues.

You may wish to ask:

• Does the venue hold any sustainability accreditations?
• Do they have waste reduction initiatives?
• Do they offer locally sourced catering?
• Are they committed to reducing single-use plastics?
• Can they provide sustainability information for your event reporting?

Small details can make a significant difference when delivering more sustainable events.

9. How Flexible is the Venue Team?

The best venue partnerships are built on flexibility and communication.

Ask yourself:

• Are they responsive during the enquiry process?
• Are they willing to adapt packages to suit your requirements?
• Do they proactively suggest solutions?
• Will you have a dedicated contact throughout planning?

The quality of the venue team is often just as important as the venue itself.

10. Have You Compared Enough Options?

Many event organisers book the first suitable venue they find simply because they're short on time.

Comparing multiple venues allows you to:

• Benchmark pricing
• Negotiate better rates
• Discover venues you may not have considered
• Find hidden gems that better suit your objectives

This is where working with an independent venue finding service can save considerable time and often secure better value.

Your Conference Venue Checklist

Before confirming your booking, make sure you've answered these ten questions:

• Is the venue the right size?
• Is the location convenient?
• What's included in the price?
• Can it meet your technical requirements?
• Does it reflect your event objectives?
• Are there any hidden costs?
• Can it cater for dietary requirements?
• Does it support your sustainability goals?
• Is the venue team flexible and responsive?
• Have you compared enough options?

Let Us Take One Thing Off Your To-Do List

Finding the perfect conference venue takes time. Researching options, negotiating rates and managing enquiries can easily take hours out of an already busy schedule.

At Ginkgo Events, we provide a completely free UK-wide venue finding service for conferences, meetings and corporate events. We'll source suitable venues, negotiate the best available rates and present you with carefully selected options that match your brief.

Whether you're planning a board meeting for 20 delegates or a national conference for 500, we're here to make the venue finding process simple, efficient and stress-free.

Looking for the perfect conference venue?

Get in touch with Ginkgo Events today and let us take one thing off your to-do list.