1. Location

   • Ensure accessibility for attendees.
   • Consider proximity to airports and public transportation.

2. Capacity

   • Check if the venue can accommodate your expected number of participants.
   • Look for flexible seating arrangements.

3. Technology and Equipment

   • Verify availability of AV equipment, Wi-Fi, and technical support.
   • Ensure there are adequate power outlets and charging stations.

4. Amenities

   • Look for on-site catering options and refreshment facilities.
   • Check for breakout rooms or areas for networking.

5. Layout Options

   • Consider the type of layout (theater, classroom, U-shape) that suits your event best.
   • Ensure the space allows for easy movement and interaction among participants.

6. Budget

   • Get a detailed quote including all hidden costs (setup fees, cleaning costs, etc.).
   • Compare pricing with similar venues to ensure competitiveness.

7. Accessibility

   • Confirm the venue is compliant with ADA requirements.
   • Consider facilities for attendees with disabilities.

8. Ambiance and Environment

   • Assess the overall vibe of the venue and its suitability for your event type.
   • Check lighting options and acoustic properties.

9. Availability

   • Ensure the desired dates are available, and consider flexibility in scheduling.
   • Check for potential conflicts with other events.

10. Reviews and Reputation

    • Look for testimonials or reviews from previous clients.
    • Ask for references or case studies of similar events.

11. Cancellation Policy

    • Understand the venue's cancellation and refund policies.
    • Consider insurance options for large investments.

12. On-Site Support

    • Inquire about event staff availability during the conference.
    • Check if there’s a dedicated contact person for event coordination.

Conclusion

Careful consideration of these factors can help ensure a successful and smooth-running conference.