There are plenty of factors to figure in when planning a conference or event.

We’ve created a help page with some ideas of things you may want to consider when planning a conference or choosing a venue.


Location & Transportation

  • Do you need to be somewhere central in the UK or Europe or anywhere else in the world?
  • Do you want to be in a city centre or on the outskirts of town?
  • How are your delegates travelling i.e. do you require access to public transport, motorways or car parks?
  • Is there car parking onsite, if so is there a charge? (Quite often car parking may be an additional charge to the delegate rate)
  • If there isn’t any public transport close by, how will your delegates get to the venue?
  • Consider the weather or even other local events taking place that may have an impact on your event both for availability and access.


Venue Suitability

  • Is the first impression a good one?
  • Is the venue available on the required dates?
  • How flexible is the venue should you need to change the date?
  • Does the venue fit the company’s image or the image you’re trying to project?
  • Will the venue appeal to your target audience?
  • Can you brand areas of the venue with your company’s logo/information?



  • Does the venue fit within your budget?
  • Have the best rates been negotiated (either by yourself or an agent?)
  • Does the price quoted include everything you need for your event?
  • Are there any extra costs that you need to be aware of? (such as bottled water – is that included in rate or just jugs of water?)
  • Does the price include all the equipment you need? (Sometimes specialist equipment may have to be hired in)



  • Is the room offered large enough for the style and numbers for your event?
  • Does the room have enough space to move around comfortably in?
  • Are the toilets close to the meeting room?
  • Are there any pillars in the meeting room that might obstruct viewing?
  • Does the venue have all equipment required for your event?
  • Is WIFI required and available at the venue?
  • Will the catering be provided in the meeting room, outside the meeting room or in another area? In which case, are these areas adequate and easy to get to?
  • How close to the room is the kitchen? (the last thing you want is cold food for lunch!)
  • Does the venue offer leisure facilities if required?
  • Is the venue fully accessible for disabled delegates?
  • Is accommodation provided onsite if required?


Additional things to think about

  • If at all possible, arrange to see the venue and room/s.
  • If you are to have more than one room, check to see if the rooms are close by – the last thing you need are your delegates having to walk half a mile to get to your breakout space!
  • If you are able to visit the venue before making a decision, see if you can sample the food or at least see a sample menu.
  • Are the staff attentive on your site visit? If not, it may be a clear indication of how they will be for your actual event.
  • When is payment due and is it possible to set up a credit account so that you can be invoiced after the event instead of having to pay up front?
  • What is the cancellation policy for the hotel?



  • Don’t underestimate the value of food and beverages to a successful event.
  • First Impressions really count
  • Quality service is essential to a well executed event, no matter what star rating or standard the venue is.



Download Conference Planning Guide

Conference Planning Guide (255KB)




Our approach

From start to finish we will help you find the right solution for you and your event.

No matter what size your event is, we can take the pressure off you by sourcing, negotiating and making the arrangements, allowing you to spend your time on more important issues.

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"Thanks for all of your help - you really made the difference for me because of a) the time it saved me hunting around and negotiating rates, and b) getting such a good rate."

P.T, Gore Workwear