Failing to prepare properly for any corporate event is preparing for it to fail, and the best way to avoid any problems is to look for the right venue as far in advance as possible and discuss your needs with them to ensure they can help you manage them.
Even the best venue and best intentions can lead to disaster with a lack of planning, as was unfortunately seen in 2025 with the A Million Lives Book Festival, a genre fiction convention which let down attendees and authors alike.
Most of the time, a major disruption or problem with an event is caused by a smaller oversight that cascades, and with that in mind, here are some of the biggest oversights you must avoid when booking your venue and planning your event.
Are You Fully Aware Of Your Needs For The Venue?
Whether you are planning a relatively informal team-building day or a fully-featured immersive conference, you will already have some requirements in mind even if the details will likely be somewhat nebulous until closer to the event.
You need to think about what you are likely to need before you book a venue, as booking a much larger venue than necessary can be overly expensive, and a smaller, more spartan venue may not have the equipment or capacity required for your layout or vision.
In particular, make sure you have considered and explained:
- How many attendees you expect to appear
- What equipment you need, with AV equipment and WiFi internet often essential for conferences to go off without a hitch
- Catering, accessibility and other amenities, available either on-site, in the complex or within a very short walking distance
Do You Have A Detailed Price Breakdown?
Some venues may provide a headline figure, whilst others will offer a free quote service so they can properly ascertain your needs and what they will cost.
Keep in mind that some quotes will only cover the room, whilst others will include some limited amenities, and others still provide a full package breakdown.
The worst kind of surprises appear on an invoice, so get a detailed price breakdown whenever you ask for a quote from a venue.
Are You Booking Far Enough In Advance?
Aside from the fact that some venues will outright charge more for last-minute bookings, waiting can be a disaster for an event, as it limits the options you have available and does not allow delegates to clear their schedule so they can attend.
The earlier you can book, the better, particularly as it allows you to more effectively and consistently market the event.
Is Your Venue Accessible?
Your delegates are more likely to attend your event if the venue is within easy reach for them, which typically means having suitable parking spaces, public transport links and being suitable for disabled access.
Have You Visited The Venue?
Most reputable venues will provide as much detail as they can about the venue, but until you visit it yourself, you may not have a complete impression of its size, how it looks, the ambience it presents or the amenities available nearby for guests.
