5 Mistakes to Avoid When Booking a Conference Venue

Booking a conference venue may seem straightforward, but even the most experienced event planners can make mistakes that can impact the success of their event. These mistakes often arise due to poor planning or a lack of understanding about the venue’s full capabilities. By using our free venue sourcing service, you can avoid these common pitfalls and ensure that your event runs smoothly from start to finish.

Mistake #1: Overlooking the venue’s capacity. It’s important to select a venue that comfortably accommodates all your attendees. A venue that’s too small can lead to cramped spaces and unhappy guests, while one that’s too large may make your event feel under-attended. Our team ensures that the venues we recommend are appropriately sized for your event, with space for seating, networking, and any additional setups like exhibition areas.

Mistake #2: Ignoring the venue’s location. Accessibility is key to ensuring a high turnout. A venue that’s difficult to reach by public transport or far from airports can deter attendees from coming. Our venue sourcing service focuses on venues in strategic locations, ensuring your guests can easily access the event. We also consider nearby accommodation options to make the entire event experience seamless.

Mistake #3: Forgetting about technology needs. Modern conferences require state-of-the-art AV equipment and reliable Wi-Fi. Some venues may not have the technology needed to support your presentations, video conferences, or live streaming needs. We ensure that all venues in our recommendations have the necessary technical facilities, or we negotiate to include them in the package.

Mistake #4: Overlooking hidden fees. Many venues advertise low base rates but tack on additional fees for things like catering, technical support, and overtime hours. Without careful planning, these costs can quickly exceed your budget. Our free venue sourcing experts provide clear and comprehensive quotes, so you know exactly what’s included and avoid any unwelcome surprises.

Mistake #5: Not visiting the venue in person. A venue may look perfect online, but seeing it in person can reveal potential issues like awkward room layouts, poor lighting, or outdated decor. We always encourage clients to arrange site visits to ensure the venue meets their expectations. If you can’t attend in person, our team will coordinate virtual tours or provide detailed feedback from our own inspections.

By using our free conference venue sourcing service, you can avoid these common mistakes and enjoy a hassle-free planning experience. We work with you to ensure every aspect of your venue is aligned with your event goals, so your conference is a success.

If you're ready to discuss your upcoming event and venue/accommodation requirements, please feel free to contact us. We're here to help you create an unforgettable and successful event tailored to your unique requirements.