Whether you’re planning a team retreat, a board meeting, or other in-person meetings, you may have a specific meeting space or venue type that you rely on for all of your in-person gatherings. While many companies rely on a familiar office space or go-to venue, it’s worth asking—does that space really fit the goals of this meeting? Defaulting to the same location may seem easy, but it can lead to missed opportunities when it comes to budget, attendee experience, or overall impact.
As an EA or meeting planner, finding the right meeting venue takes time and careful planning. With so many factors to weigh—budget, availability, location, accessibility—it’s no wonder meeting space selection can feel overwhelming.
Here are some things to consider when choosing the best venue for your next meeting. After all, the successful execution of choosing the best venue is crucial for delivering a productive and impactful meeting experience, reflecting positively on the organization.
First and foremost, rely on data and research, not on assumptions, in choosing a meeting space. By doing so, you could unveil options that could save you significant costs or improve attendee experience.
There are many data points to consider for a meeting venue. Proximity to the airport, activities, and accommodations, if secured, is very important. You could consider a venue that has both accommodation and meeting space in one. Understand what types of meetings the venue typically hosts, available amenities, catering options, and more. Balancing budgetary constraints with desired venue quality and availability requires meticulous planning as you work to nail down a meeting space.
An easy way to become more data-driven in your venue research is to use a tool like TROOP which lets you compare accommodation options, import your office locations, and save custom meeting spaces for each meeting you plan.
The type of meeting you’re planning is arguably the most important component of meeting planning to nail down as it will have a direct impact on the venue you choose. To find an environment that will best suit the meeting’s purpose and set attendees up for success, you need to know the meeting’s objective or goals.
For example, if the meeting is a creative session, you may require a casual room that has whiteboards and space to move around. By contrast, if the meeting is a formal client pitch, you’ll want more of a boardroom setup. Alternatively, if it’s a team retreat focused on relationship building, choose a fun venue with different group activities and spaces to hang out. The venue's atmosphere should also align with the purpose and tone of the meeting or event.
The more you understand the objective of the session, the more informed you’ll be about the best venue for the job.
Similarly, your attendees will greatly influence the kind of meeting space you pick, so the more you know about them, the better. Before booking a space, you should know the answers to the following questions: Do attendees require any special equipment, accessibility, or dietary options? Are some attendees joining in person and others virtually? All of this information will inform your decision when picking the best meeting venue.
A great way to collect this data about your attendees is to send out a pre-meeting survey. This will ensure you’re listening and catering to attendee needs from start to finish and help you avoid some of the larger pitfalls in choosing the right venue.
Once you have this information, make sure that all meeting spaces you are considering have the available amenities needed such as accessible facilities, catering options, or necessary audiovisual equipment to ensure virtual attendees can participate.
Meeting planning tools like TROOP make it easy to record attendee details by consolidating key information into a centralized profile. Instead of tracking down preferences for every new meeting, planners can rely on stored attendee profiles. From airport preferences to dietary needs, accessibility requirements, and emergency or delegate contacts, all relevant information is readily available in TROOP. This ensures a smooth experience for both planners and attendees, and means you don’t have to ask repetitive questions every meeting.
While you want all the functional elements of a meeting (equipment and location) to be taken care of as a priority, don’t forget how far small details can go when it comes to a great meeting.
The location of the meeting space is important beyond proximity to accommodations. Check the neighborhood safety to ensure all attendees feel comfortable. If budgets allow, opt for a meeting venue that is close to popular landmarks or sights to give your attendees the chance to explore and make the most out of their visit.
Similarly, food can make or break an in-person meeting, so try to book a venue that’s close to well-recommended restaurants. You can also find out if your meeting room allows food to be ordered in. As mentioned, some meeting attendees often have dietary restrictions or preferences, and the venue must be able to provide suitable catering options.
Check if your venue has personalization options such as signage, name tags, or greeting cards to make attendees feel welcome—and also that their staff are reliable and offer a great service.
It’s crucial to take an in-person or virtual tour of the venue to make sure it’s up to the standard you expect. This can help you check out the venue itself, meet the staff, and check out the neighborhood ahead of time.
If an in-person tour is not available to you, check out the venue’s reviews on popular review sites. This will help gather unbiased feedback.
Another great resource is your fellow EAs. Reach out to your EA community to see if they can vouch for the venue, or provide alternatives if you’re uncertain of the overall quality.
The best meeting space is the one that sets your attendees up for success for each unique meeting. The better you understand your attendees, the meeting goals, and the venue itself, the more likely you’ll organize an unforgettable meeting that everyone enjoys.
If you want to take your meeting planning to the next level, grab yourself a copy of our Mastering Meetups guide—your comprehensive handbook for booking great in-person meetings every time.