The Conference Venue Checklist Nobody Sends You
After 350 events a year, we know what organisers forget to ask — the questions that separate a smooth day from an expensive mess.
Every venue quote looks similar until the day itself. These are the questions that matter — the ones experienced organisers ask and first-timers learn the hard way.
1. 'Is AV actually included — and whose job is it when it breaks?'
The trap is external AV hire: the venue blames the tech company, the tech company blames the venue, your AGM stalls. Built-in AV with an in-house tech means one throat to choke — ours.
2. 'What does parking actually cost my delegates?'
A $20/day car park turns your cheap venue expensive fast. Ours is free — ask every venue the actual number, not whether it 'has parking'.
3. 'What happens between sessions?'
Coffee timing, break space, where 200 people go at lunch — this is where events feel professional or chaotic. Walk the breakout areas, not just the room.
4. 'Can delegates stay?'
Multi-day events in a venue with rooms upstairs behave differently — nobody leaves at 3 pm to beat traffic. Accommodation on-site changes attendance more than any agenda tweak.
5. 'When are numbers locked?'
RSVP lists lie — always. Know the deadline for final numbers and the flexibility on drops. We take 72 hours and forgive 10%, because reality.