Top “5” Things to Look for When Selecting a Venue 

Meeting Space Types 

Considering various meeting space types at hotels is crucial due to the diverse needs and objectives of different gatherings. Hotels offer a spectrum of meeting spaces, including boardrooms, ballrooms, breakout rooms, and outdoor spaces, each tailored to specific requirements.  

Boardrooms provide an intimate setting suitable for executive meetings, fostering focused discussions.  

Ballrooms accommodate large groups for their general sessions, offering ample space for impressive stage designs and comfortable attendee seating.  

Breakout rooms facilitate smaller group sessions or brainstorming activities, fostering collaboration and idea generation.  

Outdoor venues create a refreshing ambiance for team-building exercises or receptions.  

Additional spaces that should always be considered are vendor/booth spaces and where your attendees will have their meals.  

Considering these diverse spaces will help ensure that each event or meeting can be conducted effectively and comfortably. Ultimately, enhancing productivity and engagement. 

Meeting Space Sizes  

Considering various meeting space sizes at hotels is essential to accommodate the specific needs of different gatherings. A range of sizes, from intimate rooms to expansive halls, ensures that events, conferences, or meetings of varying scales can be effectively hosted.  

Properly identifying the ceiling heights of each space is a crucial component to ensure the proper screen sizes and staging design will be possible.

Generally speaking, you want your screens 4-5′ off the ground to ensure they are high enough for all attendees to fully see your amazing content you are presenting. With that said, that takes up some of your overall height of the room and means you need to consider how much height you have left to determine what screen can fit (5×9’, 7×12’, 9×16’, etc.) An example would be if your team wants to create a 20’ high LED wall, you would want your ceiling height to be at least 24-25′ high. Lighting is also something that needs to be considered when it comes to ceiling height. Is the room tall enough that you can hang the lights from the ceiling and it doesn’t feel too close to your attendees? If not, you will have to consider putting the lights on towers in the back of the room.  

Another important consideration when selecting a space and determining the size is what type of seating style you want your attendees to enjoy their meeting from. When selecting seating styles for a meeting, several factors should guide your choice, including the meeting’s purpose, the number of participants, desired interaction levels, and the nature of the discussion. Here are recommendations for seating styles and their relevance to different meeting goals: 

  • Note-taking tables are best for business meetings, training sessions, or discussions requiring participants to take notes, refer to materials, or use electronic devices. 
  • Soft seating is best for informal meetings, creative brainstorming sessions, or gatherings where a more relaxed ambiance is conducive to generating innovative ideas. 
  • Intimate seating arrangements for workshops are best for team meetings, brainstorming sessions, or sensitive discussions where open communication and equal participation are crucial. 

Lastly, the shape of a room needs to be factored into your planning & research. Do you want your attendees in an extremely wide but short room? Or does it make sense to look for a space that is shaped like a square? All very important factors and considerations that should be made when selecting your next meeting site.  

Hotel Location 

Selecting a venue for a meeting involves careful consideration of the hotel’s location. Location significantly impacts accessibility, convenience, and overall attendee experience. A strategic location can enhance attendance rates by being easily reachable for participants, whether they’re local or traveling from afar.  

Proximity to transportation hubs, such as airports or major highways, simplifies travel logistics for attendees.  

Additionally, a hotel situated in a central or well-connected area within a city allows for easy exploration during downtime, offering nearby amenities, restaurants, and entertainment options for participants.  

Moreover, the surrounding environment with scenic views or proximity to landmarks can influence the ambiance, potentially enhancing the meeting’s appeal and impression of the event.

By considering the hotel’s location, organizers can ensure convenience for attendees, foster a positive meeting experience, and contribute to the overall success of the event. 

Hotel Capabilities  

When choosing a venue for a meeting, evaluating a hotel’s capabilities is crucial as it directly impacts the success and execution of the event. A hotel’s capabilities encompass its technical infrastructure, staff expertise, and available amenities tailored for meetings and events.  

Assessing these capabilities ensures that the venue can fulfill specific requirements, such as proper power & rigging capabilities in the general session space and high-speed internet throughout the venue.  

Considering the hotel’s load in/out & storage capabilities is also a crucial component that needs to be factored in. Additionally, a proficient and experienced staff adept at managing events contributes to smooth operations, from planning to execution, ensuring that any issues are promptly addressed.  

Moreover, a hotel’s supplementary offerings like catering services and security capabilities can significantly impact the overall meeting experience.  

By considering a hotel’s capabilities, organizers can align their needs with the venue’s resources, guaranteeing a seamless and productive event tailored to their unique requirements. 

Additional Considerations 

When selecting a venue for a meeting, other aspects beyond the meeting space itself are essential for providing a comprehensive and satisfactory experience for attendees. These considerations encompass a wide array of factors such as accommodation options, dining facilities, on-site amenities, and overall ambiance.  

Accommodations within the hotel ensures convenience for attendees who may need to stay overnight, offering comfort and proximity to the meeting venue.  

Dining options ranging from restaurants to catering services cater to varied preferences and dietary needs, contributing to the overall satisfaction of participants.  

On-site amenities like fitness centers, pools, or business services can provide additional opportunities for relaxation or networking.  

Moreover, the overall ambiance and atmosphere of the hotel contribute to the impression and success of the meeting, influencing participants’ comfort and engagement. 

Taking these considerations into account when selecting a venue ensures a well-rounded experience that goes beyond the meeting itself, leaving attendees with a positive and memorable impression of the event. 

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As an expert in this area, I hope you take these important areas into account when planning your next event. If you are seeking support in this stage of your planning process, contact us at 

Keegan Girouard

Account Manager

My role is to work directly with our clients to ensure all their meeting needs are met. From the early stages of planning, the execution day of and afterwards for any post meeting needs. Some of the daily duties and tasks include, quoting projects, drawing diagrams, and providing creative solutions for any challenges that may need addressed.