Ultimate checklist - choosing Conference or Event Venues

TheVenueShop.com - the choice of conference or function venue sets the mood and tone before your guests event step inside

Your choice of event venue sets the mood & tone before your audience even steps inside...

Both geographical location & reputation convey meaning to your invited guests before they even RSVP. The process of getting there starts shaping your attendee’s experience before they’ve experienced your message. Then add a myriad of practical considerations such as seating capacity, economic factors like equipment inclusions, speakers/entertainments, plus the intangibles such as quality of service from administration through to delivery. With so much to take into account, where do you start?

Your event venue location

The first is location, where are your audience being drawn from & what might work best for them? Bear in mind closer isn’t always better. You may prefer to take them far from their usual place of work or residence to set your experience apart, ensuring they are free from distractions or transported to a “different place” or state of mind.

Space is the place

Are you sure venues being considered can comfortably accommodate the guest numbers you expect? Seated or standing, attentively listening or actively networking, you need to realistically assess if your audience will be too tightly packed, feel lost or overwhelmed in a cavernous space, or fit well with the set-up at atmosphere you’ve worked so hard to create.

Your event venue should match your message

Each venue, whether a convention centre, function room or abandoned warehouse, has its own character & meaning inherent in its architecture & utilisation. The meaning & purpose of your event are best known to you, so ideally, choose a venue that can enhance that – or consult an This email address is being protected from spambots. You need JavaScript enabled to view it. to help guide you through these all important “X-factor” elements - independent advice & reassurance can be incredibly helpful. Select reputable suppliers offer this extra level of consultative support at no cost, an invaluable resource!

A proximity thing

Hosting an event with a large amount of attendees - think major industry conferences, exhibitions…? Then centrality, access & a well-serviced locale are essential. The venue should be a reasonable commute to the nearest airport, accessible by public transport & close to multiple hospitality options enabling both exhibitors, sponsors & attendees alike to get the most from their investment of time & money. Plus don’t forget to think about whether accommodation may be needed – even if you are not managing this yourself! 

*Did you know? Unlike the majority of PCOs, TheVenueShop provide accommodation block management services without charge. Like to discuss – enquire This email address is being protected from spambots. You need JavaScript enabled to view it.)

Create a checklist for your event

Comparing your options with location, capacity & character being equal... it’s time to look at what each venue can do for you in terms of included in-house equipment & service. This can be a very long list of little things that can add up to a lot of time & effort, especially if not already on-site. If using a 3rd party, they should be able to help you with reputable supplier quotes whilst sourcing your venue quotes, possibly even with preferred rates to pass on for you.

*TIP: Plus don’t forget if exploring the use of an outside supplier, TOD or “technician on duty” charges may be imposed by the venue throughout, to supervise any external equipment & staff brought on-site.

It’s all in the budgeting

Generally, most venue staff & catering costs are fairly easy to anticipate & understand. With a given number of people to serve & a set menu or conference package, any quote should be fairly straightforward. Make sure you are aware of any minimum spend or minimum number requirements so you factor these in.

If your event includes a stage, set, lecterns, projection screens, flat-panel displays, props or other physical elements, find out which items the venue can provide, PLUS whether their stock is adequate, as they may have multiple events on the same day also requiring in-house equipment. For anything custom-built or hired in for the event, check if it can physically fit in the venue & factor in timing or any additional to bump-in & out.


Like to know more about choosing your perfect venue? 

Save yourself so much time & stress chasing individual venues & suppliers for availability, then deciphering quotes. We acknowledge there’s a lot to consider when finding the perfect venue for your event, but with each of our consultants having minimum 15-25 years’ experience across all manner of conferences & events, we are here to support you. So when you are ready to get started, why not contact our friendly expert team on 1300 843 836.

Or SUBMIT your requirements online, for a speedy turnaround in our popular "presentation ready" format - importantly, comparing like-with-like pricing & inclusions personally tailored to suit your specific business event.


You will never be disadvantaged when booking your venues or business events' suppliers via Ultimate Conferences & TheVenueShop!

“Because your event success starts here, with our unrivalled connections”

Learn more about us & our story here
Contact: This email address is being protected from spambots. You need JavaScript enabled to view it. or call 1300 843 836

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