Selecting the right venue is one of the most critical aspects of planning a successful event. To help you make the best choice, here are a few key factors to bear in mind.

Location
It might seem obvious, but the first question to ask yourself is, “Where are my attendees travelling from?” For a local event, a venue near their home or workplace is ideal. However, for those travelling from farther afield, consider their overall journey. Venues within walking distance of major train stations or airports can be a huge advantage. For national attendees, focus on cities with excellent transport links, such as Birmingham or Manchester.

Capacity
The size of the room is crucial but often overlooked. Start by assessing your expected numbers—do you anticipate these increasing or decreasing? The room should accommodate changes while maintaining the right atmosphere. A space designed for 300 people can feel empty and disconnected with only 75 attendees. Conversely, a room that’s too small could breach health and safety regulations.

Layout and Floor Plan
Always review the floor plan in advance or, better yet, visit the venue. Think about the flow of your event:

Is there a communal area where delegates can gather before sessions?
Are breakout rooms close to the main plenary room?
Will the venue separate your group from other events on-site?

Ensure registration desks and refreshment areas are strategically placed to avoid congestion or confusion.

Off-Site Options
If your event includes off-site dinners or activities, explore nearby options. The venue’s sales team can often provide valuable recommendations. Ideally, off-site locations should be no more than a 30–40-minute transfer away, keeping logistics manageable for all attendees.

Service from the Start
At Hippo, we value high-quality customer service and expect the same from the venues we work with. The level of service during your initial interactions is often indicative of how they’ll perform on the day. Poor communication or delayed responses early on could spell trouble. Look for venues that are clear, proactive, and efficient from the outset.

Their Commitment to Your Business
During the sales stage, a venue that demonstrates flexibility, offers creative solutions, and negotiates rates is showing they value your business. This “can-do” attitude builds confidence and suggests they’ll go the extra mile to make your event a success. A venue that treats you like just another booking might not deliver the level of care you need.

Atmosphere
The venue’s décor and ambience should align with your event’s identity. A cutting-edge IT firm, for example, might not feel at home in a historic, traditional venue. The atmosphere is influenced by the staff, the décor, and even other guests on-site. A site visit can help you assess the venue’s vibe – it’s something photos simply can’t convey.

Delegate Welcome Area
First impressions matter. Is the signage clear and prominent? Can you place your own signs in the lobby? Are staff available to guide attendees? A poorly marked or hidden registration desk can leave delegates frustrated before the event has even begun. If you get lost during your site visit, your guests likely will too.

AV Capabilities
Audio-visual needs can vary significantly. Most events require essentials like projectors, screens, and flipcharts—these are often included in a day delegate rate. However, confirm whether the venue can supply additional equipment such as microphones, lecterns, PA systems, or stage blocks. If you’re planning a set build, remember to check ceiling heights and other spatial restrictions. The more the venue can provide, the better for your budget.

Costs
Negotiating costs can be challenging, but at Hippo, we believe, “If you don’t ask, you don’t get.” Using an agency to find your venue can be a game-changer. Agencies often have established relationships with key decision-makers, enabling better deals and insider advice. Always request a breakdown of additional charges—hidden costs like security, cloakrooms, fire marshals, or furniture hire can quickly add up.

Choosing the right venue requires careful consideration of several factors, from location and layout to service levels and costs. By prioritising these key elements, you’ll create an environment that ensures your event is a resounding success.

Hippo offer Event Project Management and Global Venue Finding services. Contact us today on 01372 460 100 or events@hippoevents.co.uk to see how we can assist.