Tips for selecting the right conference venue

Choosing the right venue is a crucial step in the conference planning process. Even before a final decision has been made to host your conference in Utrecht, it is essential to shortlist potential venues — and in many cases, consider making provisional bookings. Venue representatives are readily available to assist in securing the event, and with their expertise, you can jointly develop a compelling bid book. If a site inspection is part of the selection process, the venue’s appeal and suitability will play a decisive role.

Key selection criteria

Selecting a conference venue involves evaluating multiple criteria. How many delegates will attend? How many breakout rooms are required? The venue’s ambience and overall appearance must align with the expectations, preferences, and budgetary constraints of your target audience. In collaboration with the Utrecht Convention Bureau, you can define these crucial parameters efficiently. Prefer to get started yourself? The Utrecht Convention Bureau provides a practical venue selection checklist to guide your process.

According to the Highprofile Venue Research (2018), based on feedback from 626 corporate event planners, the following criteria are considered the most important when selecting a venue:

• Atmosphere and aesthetic appeal
• Location and surrounding environment
• Value for money
• Catering (food and beverage quality)
• Accessibility by car and availability of parking
• On-site service during the event
• Availability of multiple meeting rooms

Expert Tips from the Field

While the aforementioned criteria offer a valuable framework, your own objectives — and those of your target audience — will ultimately determine what carries the most weight. Intuition also plays a role; the ‘feel’ of the venue is often a deciding factor. Benefit from the insights of experienced planners, as captured in the Highprofile research:

• Visit the venue during another live event to observe operations in real time.
• Pay attention to details — they often provide the clearest insight into the venue’s standards.
• Review the invoicing process carefully: When is the first invoice issued, and until when can attendee numbers be reduced without financial penalties?
• Enquire about accessibility for persons with disabilities — it reveals not only practical suitability but also the venue’s willingness to be accommodating.
• Observe the staff — are they enthusiastic, engaged, and proactive in offering creative suggestions for catering, room layout, and overall design?
• Clarify in advance which responsibilities you wish to retain and which you prefer to delegate.

Emerging Venue Trends

Venue planners participating in the Highprofile study identified several key trends shaping the conference landscape:

1. Health and Sustainability: There is growing preference for organic and locally sourced products.
2. Unique and Unconventional Venues: Exclusive, character-rich, and creatively styled locations are increasingly in demand.
3. Creating a ‘Home Away from Home’: A sense of comfort and familiarity is becoming vital to enhancing delegate experience.
4. Experience-Led Environments: Immersive, memorable settings are taking precedence in event design.
5. All-in-One Venues: A trend towards fully serviced venues offering end-to-end solutions is on the rise.

Looking for a Venue in the Utrecht Region?

With the Venuefinder, you can browse conference and meeting locations personally recommended by the Utrecht Convention Bureau. Can’t find the perfect fit? Feel free to contact us — we are happy to assist you in sourcing the ideal venue for your next event or conference.