Conference venue selection checklist

Everything worth checking before you commit to a conference venue, grouped the way we work through it on every brief. Print it, or download the PDF and take it to your site inspections.

Download the printable checklist (PDF)

Your brief

• Confirmed dates, or a date range, and how flexible you are
• Delegate or guest numbers, even a range
• City or region, or open to suggestions
• Budget, per delegate or total
• Event format: conference, function, launch, retreat

Capacity and layout

• Real capacity in your setup, not just theatre-style
• Plenary, breakout and exhibition space as needed
• Natural light and ceiling height for the main room
• Catering and registration flow that works

Location and access

• Proximity to airports and public transport
• Accommodation within easy reach
• Parking and transfer options for delegates

Cost and contract

• What the day-delegate rate or room hire includes
• Minimum spend, service charges and loadings
• Deposit schedule, cancellation and attrition terms
• What else is booked in the building on your dates

Catering, AV and connectivity

• Menu flexibility and dietary handling
• In-house AV scope and rates, or bring your own
• Wi-Fi bandwidth for your numbers and any streaming

Accommodation and accessibility

• Room block availability and group rates
• Step-free access, hearing assistance and accessible amenities
• One clear on-the-day contact at the venue

Or let us run it for you

This is the same checklist we work through across the whole market on every brief. Tell us about your event and we will come back with a like-for-like shortlist within 48 hours, negotiated, and free to you. New to this? Start with how it works or our venue sourcing FAQ.