10 questions you should definitely ask when choosing a venue

Space is not just space. It's not just about square meters, but about actual usability. Will the event be held in a theater, U-shape, or group work format? How much freedom of movement is there for breaks, technology, or interactive elements? Ask specifically about different seating options and room combinations—and ask to see a scale floor plan if necessary.

Nothing is more annoying than a sound failure during a keynote speech. Therefore, ask not only about projectors, screens, and microphones, but also about backup solutions, hybrid technology, streaming options, and on-site technical support. 

Tip: Do a quick technical check during the tour.

Whether it's a business lunch, flying buffet, or gala dinner, catering contributes significantly to the overall experience. Clarify early on whether food is cooked on site, what menu options are available, and whether allergies, intolerances, or vegan/vegetarian requests can be accommodated.

An ideal location is well connected – by train, bus, plane, or shuttle service. Find out about the nearest stops and airports, as well as the duration of the journey. Important for drivers: Are there enough parking spaces or a partnership with a nearby parking garage?

If your conference lasts several days or ends in the evening, nearby hotels are essential. Ask about quotas, categories, and optional framework agreements for your participants. A location with an integrated hotel or permanent partner establishments within walking distance is ideal.

From conference packages and moderation kits to in-house event managers: the more experience and services a location offers, the smoother your conference will run. Ask about support services – this saves time, coordination effort, and stress.

Flexibility is key – especially in turbulent times. Clarify in advance when participant numbers can be adjusted, what deadlines apply, and whether rebooking is possible free of charge in the event of unforeseen circumstances.

Reputable venues can provide references. Ask for examples of similar conferences, ask to see feedback from other customers, or do specific online research. Positive feedback is often the best argument.

Safety requirements have become more stringent, especially since the pandemic. Ask about emergency plans, fire safety, first aid, and—if relevant—current hygiene measures. Data protection is also an important issue for hybrid events.

Standard is good – individual is better. Ask how flexible the location is in terms of design, schedules, branding, room layouts, or special requirements. Those who respond openly to your wishes are often also reliable partners in an emergency.

Choosing a venue is not a matter of chance – it is a strategic decision. Those who are prepared and ask specific questions not only get better offers, but also greater certainty in their planning.

We help you find exactly the right venue for your event, your budget, and your goals. With a Europe-wide network, personal advice, and efficient services, we accompany you from the initial idea to the final applause.

Contact us – we will find the perfect venue for your conference.