Why Venue Choice is Key to a Successful Conference
“It’s not just about the space, it’s about the strategy.”
Here at In Any Event, we’ve always said that the venue sets the tone. Whether you’re planning a customer-facing exhibition, an internal conference, or a fun team building event, where you choose to host it matters more than you think.
The truth is the venue should be one of the first things you choose and book and then you build the event around it. Our team travel far and wide all over the country and Europe, finding the perfect venues for our clients, with a lot of thought put into the reasons why each one will work for each client and each event. With that in mind and with all our experience, we’re going to give you the low-down on why it’s so important and what you should consider.
The Audience and What’s Going to Get Them There
This is especially crucial for free events or customer events. What’s the hook? Why should someone take time out of their day to attend?
Unusual venues, iconic buildings, or those offering behind-the-scenes tours can be a major draw. If your audience needs convincing, think about what will excite or intrigue them, not just what’s convenient for you.
Location and Parking
Think about where your delegates are coming from and how they’ll be travelling.
- If your attendees are city-based and train-reliant, a city centre venue close to major stations is key.
- If your audience includes engineers, technicians or sales teams in vans or branded vehicles, make sure the venue has ample free parking, no height restrictions, and easy access.
No one wants to navigate a multi-storey car park in a transit.
Sustainability – More Than a Buzzword
More and more organisations are working towards greener practices, and your choice of venue can support that. Look for venues with green credentials, low-waste policies, and ethical sourcing for food and drink.
This doesn’t just tick boxes; it sends a message about your brand values. We are specialists in green events and can guide and offer great alternative ideas to both the client and the venue.
Feed Them Well
Gone are the days of dull buffets and dried up sandwiches. Food is a key part of the delegate experience, and it’s something people remember.
Ask venues about their menus and presentation, can they offer interactive food stations, healthy grab-and-go options, or locally inspired dishes? Creativity counts. Give them something to remember – after all, food at any event is often the most talked about thing afterwards…or is it just us! We work closely with venues making sure the food is exciting, varied and accessible for all, no vol au vents at our events!
Strategic Route Planning
If your event is part of a Europe-wide roadshow, think ahead. Venues need to work logistically for your team as well as your guests.
Route planning matters. A logical travel order will save you time, budget, and stress. Plus, venues should offer consistency in quality, layout, and delegate experience so nothing feels disjointed.
An Inspiring Space
The room itself is just as important as the location. Look out for:
- Natural daylight to keep energy levels high.
- The layout and location of the meeting room, especially if your event involves cars, kit, or demos that need ground-floor access.
- Proximity to breakouts or networking areas, don’t underestimate the importance of flow.
A Well-Chosen Venue Does the Hard Work for You
The right venue won’t just host your event, it will enhance it. It will help your delegates arrive with ease, engage fully, and leave feeling inspired.
At In Any Event, we help clients find venues that work strategically, logistically, and creatively, not just places that “look nice”.
If you’re planning a conference or roadshow, let’s talk venues. Because done right, the place you pick will do more than hold your event, it’ll help it succeed and make it an event to remember.