Choosing the right event venue is often a balancing act that requires planners to work within certain constraints - such as budget and time - while also delivering the “wow” factor that attendees long for. 

With the right venue, it’s easy to make a lasting impression on attendees, making it more likely that they’ll return for future events (and also tell others about the event). 

At Guidebook, we’ve supported thousands of event organizers through the event planning process, and we know it can feel overwhelming. That’s why we created this comprehensive event venue checklist with the 12 most critical venue considerations.

This article will help you:

• ask the right questions.
• spot red flags.
• plan ahead with confidence.

Let’s dive in!

1. Define Your Event Requirements

Before you start hunting for venues, you have to get clear on:

• Your event’s target audience
• Your event goals (both for yourself as the planner and for attendees)
• The event type (conference, gala, trade show, and so on)
• Space requirements for your event

Questions to ask yourself:

• How many attendees will you have?
• What type of event are you hosting (conference, seminar, gala, expo, student event, etc.)
• Do you need dedicated spaces for networking, on-site child care, exhibitors, breakout sessions and more?
• Will your speakers need a stage, podium, or other presentation areas?

Having clear answers to the above questions will help narrow down your options so you avoid visiting venues that don’t meet your basic requirements.

And if you haven’t already, review our event planning checklist and event planner timeline. These resources will help ensure that you’re sourcing venues - and completing other event planning tasks - in the right order and at the time.

2. Venue Layout and Design

The space you choose will strongly influence your event’s vibe. An overcrowded room can create frustration and lead to a negative experience, while an oversized space can feel empty and dampen excitement amongst attendees.

Think about how your event will use the space, from seating arrangements to traffic flow. Ideally, choose a venue that is flexible and accommodates different types of setups or layouts.

Questions to ask yourself:

• How many attendees can the venue comfortably accommodate?
• Can the space be configured in different ways?
• Is there space for networking, breakout sessions or exhibitor booths?
• Is a floor plan or virtual walkthrough available (so that you can do an initial evaluation without going there in-person)?

Pro Tip: Ask for a sample layout of a past event that is most similar to yours so you can visualize the setup and traffic flow.

3. Location and Access

Your venue's location directly impacts attendance and overall event success. For example, if a venue isn’t easy to get to or lacks convenient accommodations nearby, it may discourage people from attending. 

In addition, think about where your attendees will be coming from. If your event is mainly for locals, then you want to ensure that there’s sufficient parking (for personal cars) or convenient public. On the other hand, if many attendees will be coming from other regions, then you’ll want to consider ease of access from the airport or national/international train stations

Furthermore, remember that accessibility is also key. Your venue should be welcoming to all guests, including those with mobility challenges.

Questions to ask yourself:

• Is the venue near public transportation and major roads?
• Does it have ample parking for personal vehicles (and is the parking free or paid)?
• Are there hotels nearby for out-of-town attendees?
• Is the venue in a safe neighborhood?
• Are roads to the venue paved or will attendees need to take a dirt road that requires a sturdy vehicle?

4. Style and Ambiance

Presentation matters and when it comes to your venue, the appearance plays a big role in setting the tone for your event. 

For example, a modern, high-tech space may work well for a product launch, while a historic venue may be ideal for a formal gala.

Evaluate whether the venue’s existing decor aligns with your event’s theme. If you need to customize the aesthetics, make sure to get specifics about what type of design elements you can change.

Questions to ask yourself:

• Does the venue’s style match the tone of your event?
• Can you decorate or customize the space?
• Are there restrictions on branding, signage, or lighting?
• Is there adequate natural lighting or will you need additional lighting equipment?

5. Load-In, Setup & Logistics

There are a lot of moving parts with event planning. Literally.

Consider how easy - or not-so-easy - it will be to move equipment, decor, and supplies in and out of the venue.

Some venues have strict rules on delivery times and vendor access so you’ll need to plan accordingly.

If your event involves exhibitors or large set pieces, check if the venue has freight elevators or loading docks to simplify the setup process.

Questions to ask yourself:

• What are the load-in and load-out hours?
• Are there freight elevators, loading docks and dollies available?
• Does the venue provide setup assistance or event staff?
• Is there a staging area for vendors and performers?
• How easy is it for exhibitors or sponsors to access their booths?

Pro Tip:Some venues are unionized and this can impact costs, as well as what your team - or vendors - can set up themselves. Be sure to clarify this early in the venue research process.

6. Technical & AV Capabilities

Unless your event is a no-tech, silent meditation retreat, there’s a pretty good chance that attendees will be using their mobile devices during your event. So, you’ll want to make sure that the venue has reliable Wifi (and test it to ensure it is actually reliable).

In addition, ask about built-in AV equipment, on-site tech support, and backup solutions for power or internet failures. 

If your event relies on live streaming, ensure the venue’s bandwidth can support this without interruptions.

Questions to ask yourself:

• Are there union labor requirements for AV setup or tech support?
• Does the venue offer high-speed, reliable WiFi?
• Is there built-in AV equipment (microphones, projectors, lighting)?
• Is there onsite tech support staff in case something goes wrong?
• Does the venue have backup power sources in case of an outage?
• Does the venue’s sound system meet your needs?
• Are there enough electrical outlets for exhibitors or production teams?

Pro Tip:Check your venue’s Wifi bandwidth ahead of time and ask about upgraded bandwidth because some venues may charge extra for this.

7. Vendor & Catering Policies

Many venues have strict policies regarding catering and outside vendors. Some require that you use their in-house catering, while others will allow outside vendors. For the latter case, there’s often an additional cost, so be sure to get clarification before securing the venue.

Additionally, most venues will also have food & beverage (F&B) minimums and these can significantly impact your budget. So it’s important to understand what those minimums include and how much flexibility you have to meet them.

Questions to ask yourself:

• Does the venue require in-house catering or can you bring external vendors?
• What is the F&B minimum and what happens if you don’t meet it?
• What’s included in the F&B minimum and is there flexibility in how it’s applied?
• Are there alcohol restrictions or bar service requirements?
• What is the policy on outside vendors, such as AV, florists, furniture rentals?
• Can the venue’s catering service accommodate different dietary restrictions?
• Are there additional fees for kitchen access or using external caterers?

8. Budget & Contracts

Understanding venue pricing is essential for staying within budget. Rental costs often include hidden fees, such as service charges, cleaning fees, or overtime penalties.

Before signing a contract, request a full breakdown of costs and clarify the payment schedule. Also, lookout for cancellation policies and any penalties that may apply if you need to reschedule or adjust your booking.

Questions to ask yourself:

• What is the total venue rental cost, and what’s included?
• Are there hidden fees (cleaning, security, overtime, insurance, internet fees)?
• What’s the deposit amount and payment schedule?
• What is the cancellation policy and refund process?
• Does the venue offer discounts for off-peak days or seasons?
• Are there penalties for exceeding rental hours?

9. Accessibility & Inclusion

Your venue should be accessible to all attendees, so check for ramps, elevators, and wheelchair-friendly facilities. 

Ask if the venue offers assistive listening devices, ASL interpreters or quiet rooms for neurodivergent guests. 

A truly inclusive venue ensures that every guest has a positive experience, regardless of ability.

Questions to ask yourself:

• Are there ramps, elevators, and wheelchair-accessible restrooms?
• Does the venue have hearing loop systems or ASL interpreters?
• Are there gender-neutral restrooms and nursing rooms?
• Can the venue accommodate different dietary restrictions?
• Are there designated quiet areas for neurodivergent attendees?

10. Safety, Security & Emergency Planning

Event safety should always be a priority. Review the venue’s emergency plans, security measures, and medical support services. There should be clear evacuation routes, fire exits, and first-aid stations. 

While some venues provide on-site security, others may require you to hire external personnel. So make sure to enquire about this.

Questions to ask yourself:

• Are there emergency exits and evacuation plans?
• Does the venue have onsite security staff or requirements for hired security?
• Is there an emergency medical plan (AED machines, first-aid stations, paramedics on call)?
• Does the venue provide liability insurance, or do you need additional coverage?
• Are there restrictions on open flames, pyrotechnics, or special effects?

11. Sustainability & Eco-Friendly Features

As sustainability becomes a bigger concern for attendees, planners should start prioritizing venues with eco-friendly practices (such as energy-efficient lighting, recycling programs and sustainable catering).

Ask if the venue participates in green initiatives, reduces single-use plastics or donates excess food to minimize waste. Choosing a sustainable venue helps reduce your event’s environmental impact.

• Does the venue have a green policy (recycling, energy efficiency, water conservation)?
• Does the catering service source food locally and sustainably?
• Does the venue minimize single-use plastics and support waste reduction?
• Are there incentives for using public transit to and from the venue?
• How does the venue handle excess food (donate to a shelter, compost, or something else)?

12. Final Walkthrough & Site Visit Checklist

Before signing the venue contract, conduct a final site visit to verify all details. 

Walk through the space with the venue manager to confirm seating layouts, AV equipment, security plans, and accessibility features. 

Take note of any potential issues and double check all venue policies. A thorough site visit ensures there are no surprises on event day.

Questions to ask yourself:

• Have you visited the venue in person to test logistics?
• Are all contract details confirmed in writing?
• Have you collected emergency contacts and day-of point persons?
• Have you tested WiFi, sound systems, and lighting?

Pro Tip: Bring a checklist and a camera to document your walkthrough. This will help in making final decisions.

Final Thoughts: Don’t Forget the Digital Experience

Your event venue is just one piece of the attendee experience. The other piece of the experience comes from your event technology. With an event management platform like Guidebook, you can:

• Implement contactless check-in and manage badge printing seamlessly
• Offer real-time updates, maps, multi-track schedules and more in a branded event mobile app
• Manage RSVPs and session signups with Guidebook Registration

Using a fully integrated event platform reduces stress and minimizes errors so that you can focus on creating an unforgettable attendee experience.