Conference Venue Checklist
The right venue can make or break your event. Whether you’re hosting a small training day or a large-scale conference, where you hold it matters.
If you’re looking to book a couple of meeting rooms or a conference venue in Dublin, here’s what you should be checking before you commit.
1. Location & Transport
Start with the obvious. Is the venue central? Close to the airport or train station?
Dublin has plenty of options, but accessibility can vary wildly. Attendees will appreciate somewhere easy to find and simple to get to, especially if they’re coming from outside the city or abroad.
Dublin Airport doesn’t have a train line or a metro. You can take a bus, taxi or private transfer would be the best option to get into the cities conference facilities.
2. Room Capacity & Flexibility
Venues can look impressive online but may be too small or too rigid when it comes to layout. Many venues can accommodate theatre, classroom, cabaret, u-shape etc, but it’s best to know the conference room is able to suit your style.
If you’re looking for a business meeting room, you may need to ask if they have a boardroom set up.
Think beyond numbers. Can the room be reconfigured if your plans change? Can it accommodate both plenary and breakout sessions?
Your business event can look sub-par if your event management team don’t know how to layout the room to its full ability.
3. AV & Technical Support
Nothing tanks a conference vibe quicker than poor sound or a failed presentation.
Look for venues with reliable AV equipment and on-site support. Ask about backup plans, if Wi-Fi fails or a mic cuts out, will someone be there to fix it fast?
Give your business event the best chance to succeed, and ensure the venue has reliable audio-visual equipment.
If you are using advanced technology, discuss the requirements with the team on site well in advance.
4. Fast & Reliable Wi-Fi
Free Wi-Fi is the bare minimum in attendee experience. You need fast, stable internet that can handle hundreds of devices at once. Particularly if your event includes virtual components or live streaming.
Networking opportunities rely on attendees being able to connect on LinkedIn, or by email so ensure they have the required connection.
5. Catering Options
A lot of conference planning is spent on dining solutions. Food & drink arrangements can lift or flatten the day. Look for venues offering in-house catering or trusted partnerships with local suppliers.
Check menus, dietary accommodations or food allergies, and how it’s all served. Buffets? Seated lunches? Grab-and-go boxes? Make sure it suits your crowd, and ensure delegate satisfaction.
Some hotel venues are much better for banquet events or gala dinners, as they often have reception areas to entertain your guests while their turn around the conference room.
6. Accessibility for All Attendees
This includes wheelchair access, elevators, accessible toilets, and clear signage. If your event welcomes speakers or attendees with additional needs, the venue should be ready.
Ask the venue about their safety plan for emergency procedures in case of an event. Event planning staff are usually up to speed with this documentation, but you can never be too prepared.
Understand the needs of your attendees too, will you need to have sign-language interpreters or a space for service animals.
7. Nearby Accommodation
Even if the venue doesn’t offer hotel rooms itself, it helps if there’s a decent hotel within walking distance. Bonus points for a mix of budget and premium options nearby.
All of our Conference Dublin Venues are part of hotels, so you’re in safe hands. However, if you opt for a non hotel venue, speak with us to arrange conference accommodation.
If you plan to host a social event on one of the evenings of your conference, having a hotel partner can make the attendee experience better.
8. On-site Staff Support
Having professional, responsive staff available on the day makes everything smoother. Ask about dedicated event coordinators, tech support, and someone you can speak to directly if problems come up.
Keynote speakers often arrive towards the end of the day, and having a member of venue staff meet them in the parking lot can help smoothen the day. Ensuring they can quickly navigate through the exhibition areas and to the backstage area.
9. Cost & Clarity in Contracts
A competitive price is great, but hidden costs aren’t. Read the fine print. Make sure you understand what’s included: setup, cleanup, tech support, Wi-Fi connectivity, parking, etc. Ask if pricing changes depending on your numbers.
Most large capacity conference venues will be quite transparent about pricing structures, but it’s no harm to ask about the hidden details.
10. Reviews & Reputation
Do a quick credibility check. Read independent reviews, ask colleagues for recommendations, and see who else has used the space.
A track record of hosting successful events speaks volumes. Use your own experience of attending an in-person conference and figure out what you would like to see in the venue you choose.
Before You Book, Get the Checklist
To make this easier, we’ve put together a free downloadable checklist you can use while visiting or comparing venues.
Looking to book a conference venue in Dublin? We work with a range of trusted spaces around the city, from modern hotels with full AV setups to heritage buildings with wow-factor charm.
Start with Conference Dublin and find a venue that fits your event, your budget, and your guests.
