The capacity, location and accessibility of a venue at the top considerations in selecting a venue that is a good fit for your conference. Additionally, it’s also helpful to inquire about any additional facilities a venue can provide, such as sound and presentation equipment, furniture, staff support, etc. This will help you save on the time, hassle, and cost of engaging additional vendors for your conference. 

The cost will vary across different conference venues and will be determined by the number of additional services they are providing. Some venues will charge for a base hire fee and then separately for every additional service such as management staff, equipment hire, etc. Some venues may charge you a per-head fee for every attendee.     We recommend working out a budget before approaching venues, so you can save time while finding venues that can provide the best experience within your budget. 

Most conference venues are booked at least six to eight months before the event. Some conference venues are booked even a whole year in advance. To reserve the venue of your choice, we recommend booking at least ten to eight months in advance, so you don’t have to compromise on anything or look for a different venue. However, in case your preferred venue is unavailable – we are sure you can find the next best option on HeadBox. 

Most conference venues offer a site tour. Once we put you in touch with your top chosen venues, you can organise a tour with their team to visit the conference venue in person and visualise your event layout in real time.     If you are located inter-state or in a different city, you can use our 3-D venue tour technology to get a precise and reliable idea of the ins and outs of the conference venue.