When it comes to choosing a venue for your B2B event, it’s likely that some attractive venues you’ve visited will spring to mind – but while looks and atmosphere are important, there are many practical issues that need to be considered if the event is to run smoothly.

Before evaluating potential venues it’s important to have a reasonably well advanced program and an anticipated number of attendees, as these factors are crucial when it comes to determining the level of facilities you’ll require. The type of event you’re organising and the attendee demographic will also influence the venue choice and the facilities you would be expected to provide.

For many events, most if not all of the following items should be considered:

• Parking and transport – you want to make it easy for people to attend and arrive on time.
• Amenities – are they sufficient for the likely number of attendees?
• Access – does the venue have appropriate access and facilities for any disabled attendees?
• Availability of on-site office services and meeting rooms if appropriate.
• Décor – naturally, you want the atmosphere to be clean and pleasant.
• Signage – are there restrictions on indoor or outdoor signage?
• Menu – is it suitable, broad enough, and flexible enough to cater for any special food requirements?
• Can you have the event catered by an outside firm or are you required to use the venue’s services?
• Security – will security services be provided or will you need to make your own arrangements if security is required?
• Equipment – does the venue offer AV equipment or other presentation facilities that will be useful?
• Cost – does it fall within your proposed budget? Check the items that are included in the quote. Are there additional charges for power, internet usage or cleaning? Will you be charged the same for bump-in and bump-out days as for the event days?
• Period of hire – is a ‘day’ a 24 hour period, or from 8am – 6pm? If it’s the latter, is your access for preparation or clean up activities restricted outside those hours?

While you’re speaking to representatives of the venue for facility evaluation purposes, it’s a good idea to take the opportunity to assess the efficiency and friendliness of their personnel too. Helpful and knowledgeable staff members will not only improve the event experience for your attendees, they may just help you keep your sanity during the preparations!