Selecting the perfect location can make or break your event. Whether you’re planning a corporate summit, an industry trade show, or a small leadership retreat, knowing how to choose the right conference venue ensures your attendees have the best possible experience.

The right venue sets the tone, supports your objectives, and makes the planning process smoother from start to finish.

Location, Location, Location

It sounds simple, but location is one of the most critical factors when deciding how to choose the right conference venue. Consider:

• Is the venue accessible by public transportation or major highways?
• Are there hotels within walking distance?
• Will attendees have options for dining and entertainment nearby?

A well-placed venue doesn’t just make it easier for people to attend—it can actually increase your turnout. Check out our blog post: Top 5 Utah Conference Venues for Under 100 Attendees for suggestions!

The Right Size and Layout

You need a venue that comfortably fits your guest count without feeling cramped or empty. Ask for the square footage of available spaces, and find out if the venue can offer flexible setups like theater-style seating, banquet tables, or breakout rooms.

If you’re unsure about the size, work closely with the venue’s event manager—they can help recommend the right space based on your agenda.

Technology and AV Capabilities

In today’s world, high-quality audio-visual support is non-negotiable. When learning how to choose the right conference venue, pay close attention to the available AV equipment:

• Projectors and LED screens
• Professional sound systems
• Streaming capabilities for hybrid events
• Lighting options to match your branding or event mood

This is where working with a trusted AV partner like Charisma Event Productions pays off. We’ve supported conferences of all sizes, ensuring presentations are crystal-clear, lighting is flawless, and every technical detail is handled—so you can focus on your attendees.

Amenities and Services

The best venues don’t just rent you a room—they provide an experience. Catering, furniture rentals, staging, décor, and dedicated event staff can make a world of difference.

When evaluating how to choose the right conference venue, ask what’s included in the rental fee and what’s available as an add-on. Venues with in-house support save you time and reduce stress during the planning process.

Budget and Value

It’s tempting to jump at the most affordable option, but the lowest price isn’t always the best value. Consider:

• What’s included in the rate (Wi-Fi, AV, cleaning, setup)
• How flexible the payment terms are
• If the venue offers off-peak or weekday discounts

Balancing your budget with attendee experience is the sweet spot—and sometimes spending a little more for better service and amenities pays off in the long run.

Why This Matters for Your Next Event

Your venue is more than just a backdrop—it’s a crucial part of the attendee experience. Choosing wisely impacts networking, engagement, and even your event’s reputation.

Knowing how to choose the right conference venue isn’t just about picking a pretty space. It’s about finding a location that supports your goals, wows your guests, and makes hosting easier for you.

View our YouTube Page to see videos from some of our favorite events in some of our favorite venues!

Let Charisma Event Productions Help

We’ve partnered with countless venues across Utah and beyond, bringing professional AV, staging, and production services to events big and small. From intimate boardrooms to massive convention centers, our team knows what it takes to make your conference shine—both in person and online.

If you’re still deciding how to choose the right conference venue, we can recommend spaces we’ve worked in that align perfectly with your needs. Plus, we’ll handle all the technical details to ensure a seamless, high-quality event.

Ready to get started? Contact us today to talk about your next conference.