Choosing the right venue is one of the most crucial steps in preparing for any event. A mistake here can ruin the whole experience: a space that’s too small will cause discomfort for guests, while poor acoustics can spoil even the most exciting program. To avoid these pitfalls, use our checklist.
1. Define the format and goals of the event
Conference, team building, party, or exhibition? Each format requires a different atmosphere, size, and equipment. Clear objectives will narrow down your search.
2. Calculate the number of guests
Choose a venue with a 10–15% capacity buffer. This prevents overcrowding but also avoids the effect of an “empty hall.”
3. Location and accessibility
If guests are driving, parking is essential. For city-center events — proximity to public transport is key. For out-of-town venues, consider arranging transfers.
4. Infrastructure and amenities
Check for essentials: cloakroom, restrooms, registration zone, and backstage/dressing rooms (for speakers or performers). Ensure catering space is available.
5. Equipment and technical capabilities
Test sound, lighting, projectors, screens, Wi-Fi, and options for extra equipment. Some venues offer rentals, simplifying organization.
6. Flexibility of rental conditions
Discuss the possibility of extending rental hours, cancellation penalties, prepayment, and refund terms. The clearer the contract, the fewer risks.
7. Price and hidden costs
Clarify what’s included in the price: cleaning, security, furniture, staff. A low rental fee may hide additional charges.
Conclusion
Selecting a venue isn’t just about finding a beautiful space — it’s about attention to detail. The more carefully you choose, the more comfortable your guests will feel, and the smoother your event will run.
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