Planning guide. Use these questions to shape the brief before comparing venues, suppliers and programme options. Availability, pricing and permissions are confirmed for the chosen event.
Start with what the event needs.
A conference, launch or company gathering needs a venue that works for the programme. Arrival arrangements and setup access belong in the same brief.
What happens between sessions?
Consider registration, breakout discussions, refreshments and quiet space as well as the main room. Confirm how the layout works for your actual programme.
Where will guests arrive from?
Ask attendees about their arrival points and accommodation needs. Plan transfer options and suitable buffers around the agreed route rather than relying on a fixed generic journey time.
What does the production team need?
Check loading arrangements, access times, screens, sound, connectivity and rehearsal time with the venue and suppliers before finalising the schedule.
Shortlist against the programme.
Compare each option against the programme, guest journey, production access and the arrangements that still need confirming.
| Format | Questions to resolve |
|---|---|
| Hotel meeting venue | Check room configurations, breakout space, accommodation and guest circulation. |
| Dedicated conference space | Check the hired footprint, production access, included facilities and exhibition requirements. |
| Restaurant or private space | Check group seating, privacy, presentations, menus and arrival arrangements. |
Think about the stay around it.
Compare accommodation with the event schedule: arrival, check-in, venue access and the journey back. Ask about group arrangements and the needs of your actual guests before treating a hotel as the right choice.
A dinner is part of the programme.
A welcome dinner needs more than a restaurant recommendation. Confirm group seating, privacy, dietary requirements, accessibility, timings and any transport between venues.
Activities should fit the group.
Attractions, excursions and outdoor settings can be considered for the time around the event. Confirm group suitability, operator responsibilities, access and booking conditions. Do not assume an attraction can also host a private event.
Before you commit to a venue.
- Get the capacity for your actual layout, not an unspecific maximum.
- Confirm what is included and what needs a separate supplier.
- Review access, setup, rehearsal and breakdown arrangements.
- Check accessibility and the needs of your guests and crew.
- Agree the usable backup plan and relevant permissions.
- Confirm current availability, price, booking terms and the contracting party.
These prompts are planning guidance, not legal, safety or venue-specific approval.