Picking the right venue for your corporate event is like finding the missing piece in a jigsaw puzzle – once you’ve got it, everything else falls into place. On the other hand, picking the wrong venue can cause a host of headaches – cramped spaces, tricky accessibility, technical glitches – which can turn your event into a disaster. Plus, a bad location or rigid policies can lead to low turnout and overspending, adding to the stress and compromising your success. 

From budget to location, size to access, there are so many considerations when it comes to finding the right venue – especially if it’s not something you do regularly – that it’s very easy to get completely overwhelmed by them. 

At Noble Events, venue and location management is something we pride ourselves on, providing prime locations and perfect settings to support whatever event our clients are laying on and leaving them free to focus on content and delivery. 

How do we do it?  

We follow a tried and tested method of understanding our clients’ requirements and then meeting them via the following criteria… 

Budget For Your Event 

Money makes the world go round – and it is also the main consideration for choosing an event venue. The size of your budget is what ultimately dictates your venue shortlist so it’s incredibly important to fix that budget early so no time is wasted on places that are either out of reach or won’t do justice to your event.  

That said, there are some tricks that could help pull a venue you thought was too costly back into consideration. Some venues are less busy at certain times and on certain days so flexibility on your dates could help secure a hefty discount. 

Location Of Your Chosen Venue 

This is the biggest consideration in terms of maximising attendance. Put your event in the wrong place and numbers will suffer. Choose the right place and you’re virtually guaranteeing the crowd you’re looking for. 

We look at transport links as a crucial first step. If it’s a tricky place to get to, what steps are you putting in place to help people get there? Road closures, rail strikes, no parking – the variables that could reduce your event attendance are infinite so it’s important to get on top of them early. 

That’s even more important if your event is abroad. Make sure you can easily communicate with the people running your chosen venue because if something vital is lost in translation, that could be the difference between a happy conference and a Trustpilot battering. 

Numbers Of Delegates 

Most event planners will have some idea of the number of people they’ve got coming along. It’s worth calculating how many attendees you need to break even as well as the absolute maximum number you’re likely to hit. 

Many venues will quote based on your minimum number of likely delegates, which limits your financial exposure if fewer-than-expected people show up. This aspect of event planning can feel a bit like sticking your finger in the air and hoping for the best but remember – venues will have seen this scenario before and if they want your business they need to be willing to work with you. 

Layout Of Your Venue 

One of the most important factors in the success or otherwise of your event is the layout of the venue. Get it right and people go home raving about you. Get it wrong and it looks as though you don’t know what you’re doing. 

Not enough space, bottlenecks, queues, poor signage – all can affect people’s ability and willingness to engage with your event programme. It can interrupt the flow of footfall and lead to a poor and frustrating experience for everyone. Good venues know this and should be ready to provide options for you, depending on your needs.  

If you need breakout rooms or extra seating in the main hall, make sure they can provide it. There’s nothing worse than the clunking of shuffling chairs distracting speakers while the event is ongoing or people sitting on the floor because no-one thought about having some common spaces for people to hang out during programme breaks. This risks damaging your credibility. 

The Character Of Your Venue 

The character and ambiance of the venue play a crucial role in shaping the overall experience of your event. The style of the venue should align with your theme and objectives to create a cohesive atmosphere. For instance, a historic venue with classic architecture might be perfect for a prestigious awards ceremony or a formal gala, whilst a modern, minimalist space could be ideal for a tech conference or product launch.  

Consider a venue that matches the character and style of your event, to enhance your attendee experience and reinforce your brand message. 

Technical Aspects 

This can be one of the most harrowing factors for event organisers. Who hasn’t been to an event where the PowerPoint clicker wasn’t working or the mic started cutting in and out? A good venue will be able to provide a robust audio-visual set-up as standard – with time allowed for rehearsals. It should be easy to use and leave presenters and your event team with as little worry about on the day as possible. 

Often, venues provide AV and will say it’s up to date and fit for purpose but that’s not always the case. It could be incompatible with your kit and so proper checks are absolutely essential as you may end up needing additional equipment you haven’t budgeted for. 

Food And Drink 

If your presenter stumbles over their words or the autocue seizes up, nothing will take delegates’ minds off it quicker than a decent plate of lunch. Often the quality of the food is the only thing people remember – and it has that feelgood power that shouldn’t be overlooked. 

Again, a good venue will be able to accommodate a wide range of variable dietary requirements, dining arrangements and catering providers and be able to adjust to manage all these needs accordingly. 

Terms And Conditions 

Hidden costs and contract pitfalls can quickly derail your budget if you’re not careful. Look out for venues that may slip in extra charges like service fees, overtime costs, and setup/breakdown fees. Opt for venues that take a flexible approach and are happy to negotiate the terms to ensure a better customer relationship. In any event, always read the fine print and negotiate terms upfront to avoid any unwelcome surprises. 

Sustainability 

More and more businesses are prioritising eco-friendly practices when deciding on a venue for their event. 

For example, a central location can help to reduce transport emissions as public transport takes the place of dozens of idling taxis. Is there a shuttle service in place? 

Also look at what steps a venue is taking to reduce energy consumption and waste. Don’t be scared to ask them about their recycling policy and where their menu ingredients come from. 

Look for venues that use energy-efficient lighting, heating, and cooling systems. Ask whether they have renewable energy sources such as solar. Other sustainable practices to enquire about could include: 

  • Waste management – do they have robust recycling and composting policies?  
  • Water conservation – are there any water-saving practices in place, such as low-flow toilets or efficient irrigation systems for landscaped areas? 
  • Sustainable sourcing – do they use local, organic, and sustainable food and beverages? Are their supplies and materials sustainably sourced? 
  • Local community impact – consider venues that support the local community and economy. This can include hiring local staff, local businesses in their supply chain, and contributing to environmental and social initiatives in the area. 

Trust Your Instincts 

As well as the basics above, there’s plenty more you can do to ensure you’re choosing the right venue for your event. 

Speaking to the venue’s team should be reassuring and leave you with the impression that you’re in safe hands. If basic requests seem to take them by surprise, alarm bells should be ringing. 

And we’d always recommend arranging a site visit before committing to anything– only then will you get a proper feel for the venue’s ability to meet your needs and their attention to detail. Most venues offer site visits but always remember they knew you were coming and everybody is likely to be on their best behaviour! 

There’s a lot involved in choosing the right venue for your event but remember – there’s lots of choice and it’s a buyer’s market. List your essentials and then go out and let them impress you. If it feels wrong, cross it off the list. If it feels right, you could be onto a winner. 

An experienced events management agency can make finding the right venue a breeze. At Noble Events, we use our extensive network and industry know-how to pinpoint venues that match your specific needs and budget. Plus, we negotiate the best terms and uncover hidden costs on our clients’ behalf, so there are no surprises. With thorough site inspections, we ensure the venue’s layout, technical capabilities, and amenities perfectly fit your event. 

Ready to create your next successful event? Let’s discuss how we can bring your vision to life. Start a conversation with our team today.