Tips for Choosing the Perfect Conference Venue

The right space is crucial, whether you are hosting a conference for users or a partner event. We have 10 more tips to help you select the best conference venue.

1. Prioritize Accessibility at the Venue

Location is key to maximizing attendance at an event. Make sure your venue is accessible to people with disabilities. Consider the following:

  • For wheelchairs, the door openings must be at least 32″ wide.
  • The facility must have at least one ADA-compliant door or entrance. There must be at least one ADA-compliant door or doorway leading into the facility.
  • Make sure there are enough accessible spaces for guests with disabilities.
  • Select a venue that is close to public transport options.
  • Make sure that you can use sign language interpreters or service animals at the venue.
  • Make sure the bathroom is accessible and inclusive.

2. Hotels Nearby are a Must

Accommodations must be located within a reasonable distance from the event if the venue isn’t within a hotel. Check if a shuttle is available if you cannot walk to the venue. In the absence of a shuttle service, consider the cost and availability of taxis or cars for participants. You can also offer discounts for public transportation, or work with a rideshare service like Lyft.

3. Consider Sustainability

Event attendees today prioritize sustainability, and they expect organizers to follow suit. Consider these factors:

  • Examine the venue’s environmental, social, and governance standards (ESG), as well as its management policies, power sources, and commitment towards sustainability.
  • Check the venue for third-party sustainability certifications.
  • Ask if the venue offers recycling bins and composting bins. These bins are useful for sorting garbage and promoting sustainable practices.
  • Look for environmentally friendly and low-carbon options in their catering.

4. Budget Your Spending

Your conference venue is likely to be your largest expense. You should also consider stakeholders and sponsors and make sure that the venue matches the theme of your event. If budgets are tight, and there have been recent layoffs in your company, you may not want to book The Venetian Las Vegas. Consider second-tier venues and cities.

Ask about discounts on multi-year contracts, dates that are flexible or in the off-season, and any other offers.

This post is written by Danila Alvarez, a corporate event planner in Tampa. DA Event Planning specializes in a wide range of corporate events, including breakfast meetings, happy hours, holiday parties, open houses, launch parties, and retirement celebrations. With our expertise and attention to detail, we will transform your vision into a reality, ensuring a seamless and memorable event from start to finish.

Scott Pace
the authorScott Pace