We have an Account Management service for corporate event bookers.
Contact the New Business team on 0207 993 5353 to find out if you're eligible. We'll need:
Tell us about your brief in as much detail as possible, including potential dates, event type, attendees, catering, and entertainment
Let us know when you will be available to visit the venue with your HeadBox Account Manager to experience the Space in person
Give us your event confirmation deadline, so we can ensure your venue contract is signed with plenty of time to spare
Take a look at our top picks for conference venues to hire in London.
The Great Briton is a space that references the British champions of London 2012 as well as those remarkable West Ham United players and managers who earned a major winners medal.
Welcome to the Main Hall at The Steel Yard - versatile venue hire in London!
Located in the heart of London, underneath Cannon Bridge Station. The Steel Yard has been extensively refurbishe...
Battersea Evolution is a spectacular London venue to hire for large-scale private parties, business conferences, gala dinners and exhibitions.
Battersea Evolution is London's most versatile ...
Here East is the perfect London venue for a wide range of different events. Located in the Queen Elizabeth Olympic Park, the versatile, award-winning venue could host your next conference, exhibi...
Salters’ Hall is a unique 4,200 sqm Brutalist building that is striking and modern in stature. It is now home to The Salters’ Company, a 600-year-old Livery Company and one of London’s Great Twelve...
Edwardian I is the largest indoor event room at St James' Court, A Taj Hotel.
With high ceilings offset with out of this world crystal chandeliers, Edwardian I is the perfect backdrop for an...
Hire the Great Hall at the BMA House for one of the best options for conference venue hire London has to offer. Perfect for a wide range of different events.
The Great Hall is the flagship ...
The conference space at Hogarth house is fully equipped with tech, whiteboards and facilities to seat up to 70 people theatre style. Clients have use of 3 x 70" plasma screens, projector and screen...
The golden age of cinema is here
Premiering December 2018, the newly reborn ODEON Leicester Square will offer the ultimate cinema experience. The historic glamour and charm of this unique venue...
The Prince Albert Suite at the ZSL London Zoo is one of the best options for venue hire London has to offer.
The Prince Albert Suite is a Georgian building that encompasses classic grandeur...
The Design of the conference room itself is open and inviting, with no-one stuck behind a pillar or suffering a restricted view. For breakout sessions or workshops there are three additional meetin...
Exclusively hire the entire venue at Vue West End for your next cinema to hire in London.
Located on London's prestigious Leicester Square, Vue West End is perfectly suited for conferences,...
Hire the ICC Auditorium at the ExCeL London for your next conference venue to hire in London!
The UK’s largest flexible auditorium provides fully adaptable seating configurations to create ...
Welcome to the iconic London Transport Museum. Hire the Museum Gallery for one of the best options for venue hire London has to offer!
The London Transport Museum, based in Covent Garden, L...
The Sandbox is Level39's events facility. Flexible and creative, The Sandbox is designed to facilitate the best-in-class tech events situated in the heart of London's Canary Wharf.
For corporate events, One Great George Street has a flawless fit for you
The Telford Theatre, on the first floor of this Westminster venue, is a fabulous purpose-built conference and lecture...
Searching for a one of a kind corporate event? This London event Space is the one for you
Located in ExCeL’s central boulevard, the Platinum Suite is a self-contained conference centre. This...
The ME Room at ME London if a contemporary interpretation of a traditional ballroom. A unique option for venue hire in London.
The ME Room is our largest room in the events level featuring ...
The Comedy Store London is a famous venue and would be an exciting and inspiring venue to hire for corporate away days, team days out and more.
The Comedy Store has been a household name for...
Hall One is a versatile event Space for hire that can accommodate a wide range of corporate events.
Hall One is the ideal room for high impact presentations. Accommodating up to 400 delegate...
Hire Space A at The Atrium, London’s premier events venue situated in the heart of London’s most vibrant location.
With great transport links to London Underground/Overground stations, plent...
Welcome to the modern conference Space at Saw Swee Hock Centre - the best option for your next modern conference centre to hire in London.
Awarded the London Building of the Year by the Royal...
The Ballroom at the Amba Hotel, Charing Cross for one of the best conference venues London has to offer in Charing Cross.
The Amba Hotel is set in Charing Cross station in an upscale Victor...
For the very best of Italian hospitality in the heart of London, book your next private party at Baglioni Hotel’s Clubino.
Baglioni Hotel is nestled in the very bosom of London, opposite Hyde P...
Occupying an entire floor of the Hotel, the stunning Ballroom, dedicated to Giorgio and Costantino Bulgari, seats up to 140 guests for lunch, dinner, an exclusive conference or charity ball. Handcr...
Book The Clarendon Room at Brown's Hotel in Mayfair for one of the best options for conference venues or private dining room hire London has to offer.
The beautifully decorated Clarendon Roo...
Studios 1-4 provide over 3,300 square foot of versatile event space for up to 275 guests. The four multi-service meeting rooms can be combined to your specification, with a simple, streamlined eleg...
Need a hall to hire in London? Welcome to the Bethnal Hall at Town Hall Hotel.
Whether you’re organising a Christmas party, product launch, company celebration, a conference or a discreet bo...
Finding conference venues in London can be daunting. You’ve got a list of criteria to meet, details to finalise and endless requests for hard-to-find facilities. Can you really find a venue that ticks all the boxes? Whether you need modern conference venues in central London for an all-company conference for one thousand people or you want to impress your Guests with a more unusual conference venue in the city.
Even better, if you’re on a budget you can negotiate a Bespoke Package directly with the venue Host to get the best venue hire deal for you. Treat your Guests to a show-stopping conference venue in London that will keep them inspired. With HeadBox you can search, book and pay for venues all in one place. From modern, large or cheap conference venues we’ll be sure to find the right Space for you.
Trying to plan a conference in London is a huge task. There are lots of things to consider and an even longer list of things to action so we’ve created a checklist guide of the most important to give you a little helping hand when planning a conference in London.
Style of Conference
The first thing to think about when asking yourself how to plan a conference is pretty simple, you need to find the perfect venue! There are many different styles of conferences you can organise. Do you want a quirky conference or a more traditional one? Whether it’s an unusual conference venue in Shoreditch or a traditional venue in central London there are many benefits of both of these styles.
A quirky conference venue allows you to leave your own personal stamp on the event, hiring a blank canvas means you can completely transform the Space to fit your brand. You can cover the venue from floor to ceiling in your company's logo if you really wanted to! The quirky and unusual venuesare also great for making your conference stand out from the crowd so why not let your imagination run wild and pick a venue that’s completely different from anything you’ve ever used before.
If you’d like to keep things a little more traditional than there are lots of positive reasons to hire a more conventional conference Space, especially if this is a corporate event. Picking a venue that’s primarily used as a conference Spacewill also give you the added benefit of having a dedicated events team who have run hundreds of conferences in the space, which will be very handy during the event planning process. If you need a smaller Space than why not hire a conference room in London? These are essentially large meeting rooms but are great for running interactive conferences or small scale conferences.
If you need some inspiration on finding the perfect conference venue, whatever your personal taste, then make sure you check out of HeadBox Ultimate Guide to Conference Venues in London and take a look through the some of the best options for conference venue hire London has to offer.
When planning a large scale conference, giving your attendees as much notice as possible is key so we’d recommend diarising the date at least 6 months in advance. Make sure you have a list of the key attendees and provide them with two or three alternative dates to chose from, so that you can ensure as many of them are available as possible. Once the date has been chosen by this group, make sure you send out a save the date so that you can continue planning the event safe in the knowledge that your potential attendees are aware when it’s taking place with lots of notice.
Until the date is confirmed, we’d suggest asking the venue to put a hold on the potential dates while you’re confirming the final choice. By doing so, you won’t have to worry about losing the best date for the event. Most venues are very happy to hold multiple dates for a short period of time, but it’s always best to check this as every Space is different.
There could be a very long list of suppliers that you will need to work with to make sure your conference is a huge success, but more often than not there are four key suppliers that every conference needs. These are staffing solutions, AV providers, furniture hire and catering.
1. Staffing Solutions
If the venue doesn’t offer staffing as part of the conference package then you need to consider which elements of the event require staff and roughly how many people you’ll need. Don’t forget that most of the staffing solution suppliers will be able to advise you on this, but it’s always best to have thought about it in advance. Will you need staff members to greet your guests at reception or to guide people to their seats? Perhaps you need some team members to assist with serving the meals throughout the day or circulating any collateral at the event. If you’re planning a larger scale conference, it might be wise to think about hiring a small security team too to make sure that the door is managed at all times, after all it’s important to make sure you have a record of exactly who attended the event.
2. AV Suppliers
The quality of the audio or visual elements of any conference can make or break it. You may spend thousands of pounds on a guest speaker, or maybe fly in your CEO in to address the whole company, but all of that effort can be undone by poor sound or substandard visual. There are plenty of suppliers who can help you every step of the way when planning a conference in London and they’re the pros, so be sure you ask for help from them. Spend some time explaining exactly what you expect from the AV so that they can create a bespoke quote to suit your needs. Creative AV services are a great way to get a little helping hand in making the event truly your own - so make sure you build a good relationship with the supplier you choose so that you can work together to build something spectacular.
No event is complete without a high quality catering element. Conferences can be long days and fairly intense sometimes so make sure your catering plan it spot on to keep your attendees fuelled and engaged. Remember, a meal is also a perfect opportunity to network and forge new working relationships, so it’s best to consider whether or not you’ve given your guests enough time to strike up an interesting conversation with someone in the breaks provided for food.
We would recommend a light breakfast, a morning coffee break, a larger lunch and another afternoon coffee break for a day long conference. Try to ensure that you have breaks at least every two hours. This ensures that your attendees have an opportunity to get up and move around, boosting their productivity and focus. Once you have decided what food and drink you will provide, you’ll need to think about where the food stations will be. Do you have a breakout space or will it be inside the room where the main conference is taking place? Would you like a sit down dinner or perhaps a buffet style would be suit? Similarly, the venue may have an inhouse team dedicated to crafting the perfect menu for your conference so make sure you speak to the experts. Take their advice on what works best in the venue and what they’ve successfully executed previously.
Money on your mind
As with any event, always keep the budget in mind,especially when it comes to hiring a conference venue in London . There’s lots of things to think about from AV to catering, and ticket apps to staffing so make sure you have a strict budget plan and work out how much you want to spend on each component of the event.
It’s always wise to keep a little extra budget available for any last minute costs, such as cleaning fees or late collection if you’re using a furniture or technology company. Be sure to run through the T&Cs for all suppliers and the venue so that you understand what you may be charged for. This may be something that you wish to negotiate so having all of the facts in the early stages of planning is important.
Invites, Tickets and Registration
Organising an event with a lot of attendees requires serious discipline around attendee registration and management. You want to know exactly who was at the event and what they engaged with while they were there. We’re all about technology at HeadBox which is why we’d recommend finding a digital solution, which can be accessed by all members of your team via an app or desktop when you’re at the event. The most common way to manage attendees in a situation like this is scanning e-tickets using an app on the door.
There are some great websites and softwares out there that will help you keep track of the registration process. Take Eventbrite as a prime example. They have created a great application where you can analyse your conference sales in real time as well as giving you the ability to create a seamless check-in experience for your event. We’d recommend doing some research into the technology available and finding a solution which will work for the whole team and deliver you the data you need post-event.
Getting feedback from both attendees and staff who attended your conference is the key to any successful event. Try to get feedback during the event as well as the next day so you can get both live and reflective feedback from everyone. A pretty simple way of doing this is by sending out digital feedback forms to the registered email addresses of all your attendees. Sending digital forms are a much more efficient method as it will only take your Guests a few minutes to fill out and can be done from their phone, laptop or tablet. The easier you make this for your attendees, the more insight you will receive.
We hope you’ve enjoyed our handy HeadBox guide on all the things to consider when planning a conference. Now go find that perfect conference venue to hire in London and get started! We can’t wait to hear all about it.
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