What to Look for When Choosing an Event Venue
Practical questions to assess capacity, access, attendee flow and technical facilities when choosing a venue.
Assess capacity for your event format
A hall’s total capacity does not tell the whole story. Theatre seating, round tables and workshop layouts have different space requirements. Include the stage, technical desk and circulation areas in your plan. Consider how the layout could adapt if attendance changes. Where possible, assess the venue using a drawing of your intended seating arrangement.
Walk the attendee journey
Getting to the venue, finding the entrance, registering and moving between halls are all part of the experience. Walk the route a first-time guest would take. Check accessible entrances, lifts, rest areas and wayfinding points. Account for congestion during coffee breaks: even an attractive foyer can become a bottleneck if movement is poorly planned.
Carry out a joint technical visit
Assess audio, video, power and internet requirements on site with the technical team. Find out when setup access begins and how equipment will be brought in. Check actual sightlines and lighting conditions rather than relying on photographs. At the end of the visit, list any unanswered questions and resolve them before making a decision.