5 Steps to Selecting the Right Venue for Your Conference

Jun 16, 2022 | Traveler’s Q

5 Steps to Choosing the Right Conference Venue

Location, Location, Location

The location of your event venue is one of the most important aspects of event planning for MICE. Your venue will need to be easy to reach for your attendees. It should be adjacent to or near the many hotels that are lodging attendees. Your venue should also be easily accessible via public transportation. In your promotional material, make sure you describe in detail how attendees can arrive at the venue with directions by road, from the closest airport, as well as the train and bus routes.

Cost-Effective Venues

While choosing your venue, you will also have to find a place that fits into your event budget. Do not overspend on any facilities that you may not need for your event. Keep in mind that there may also be additional costs with the venue that you may not have anticipated beforehand and not included in your quote.

Catering Concerns

When booking catering, you will need to consider as many tastes as possible. This includes such things as alcoholic and hot and cold beverages. In addition, you will have to consider any dietary requirements for attendees including vegan, gluten-free and food allergy precautions. When you are serving food at your event, make it easy for your attendees to make you aware of any possible food allergies or preferences well in advance.


Your MICE event should have appropriate lodging for guests. The hotels you choose should be high-quality but affordable options that are as close to the venue as possible. As an alternative, if some lodging options are a bit further away, you can provide a shuttle service to bring attendees to and from the venue to their accommodations.

Event Tech

Most events today require technology for conference and event management. When choosing a venue, investigate that it will be able to accommodate the following technical requirements:

  • A projector for seminars and group viewing facilities
  • Audio requirements including an internal PA system
  • Lighting rigs with remote control
  • Wi-Fi and mobile data with a strong connection are now standard for event venues
  • Multiple charging outlets for attendees to charge their electronic devices.

If you want to host a spectacular event, you must choose a venue that fulfills what you need to make your conference successful. The list above is a great guide that can help you select the right venue for your conference.

Traveler’s Q can provide you with event inspiration. Our corporate event planners are experts in the industry and can help you plan with our numerous event management tips. Contact us today to begin planning your next corporate event.