How to find the perfect venue for your next meeting


Behind every successful meeting, lies the perfect venue. But this can often be overlooked while you’re focussing on some of the smaller details of the day.

If you’re responsible for coordinating your organisation’s next conference, seminar or meeting, choosing the right space to hold it will be crucial to the event’s success.

In this blog post, I’ll focus on the secrets to some of the most stand-out meetings and events to help guide your planning and final venue choice.

Location: This should be the first item on your list of things to consider. You’ll need to find a venue that is easy for your attendees to get to - whether that’s due to good transport links, proximity to major roads or free parking. You may also want a venue which fits with your organisation’s culture – a contemporary building will suit most brands and event aims, and will give the right first impression.

Secret success tip: Having an outside space where people can grab a breath of fresh air has real benefits in increasing creativity, productivity and energy levels.

Room size and style: Base this decision on the number of people you’re expecting AND what you want to encourage them to do while they’re there. If the venue is too big, the event may not feel well-attended; too small and the experience will feel cramped and uncomfortable. The ideal solution is to hire a venue with flexible room options which will suit your objectives and any potential fluctuation in delegate numbers.

Secret success tip: Break-out spaces can be essential to the flow of your event. Having areas available for informal networking will increase social interaction at your event, meaning delegates will get even more out of their attendance.

Facilities: Whether you’re planning a breakfast meeting or a whole day event, catering - or lack of - can leave guests either gratified or “hangry” (hungry and angry!). For large-scale conferences, packages are usually on offer to take the hassle out of refreshment planning. A setting with a separate café, restaurant or bar is preferable to avoid food smells in meeting rooms and to give delegates a change of scenery.

Secret success tip: Make sure to ask delegates if they have any special requirements (dietary or otherwise) when they are registering for your event. This avoids any last-minute panic and unsatisfied attendees.

The tech: Speakers and presenters will want to be reassured that their technical requirements are met. Good venues should offer Wi-Fi, a lectern with microphones, HDMI, VGA and USB connectivity and induction loops as a minimum. For guests, connectivity enables them to explore topics in further detail in real time and share content immediately, increasing the reach of your event and messages.

Secret success tip: Having the venue’s own conference team on hand and, even better, a technical specialist, will ensure smooth running of any event: find a place which offers both.

Once you have considered these crucial factors and decided on the best venue for your needs, you can use your valuable time to deliver a great event, which leaves delegates asking what the secret of YOUR success is!

The Cambridge Building
The Cambridge Building at Babraham Research Campus is a superb, contemporary space ideal for all types of business meetings and events, from personalised corporate training days and seminars through to large-scale conferences and networking.

Set within our stunning 430 acre parkland location and at the heart of our collaborative campus, The Cambridge Building combines cutting-edge design with the latest technology to provide first class facilities – all within easy reach of Cambridge.

For more information please contact: conferencing@babraham.co.uk or call (01223) 496 215


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(+44) 1223 496 000

Babraham Bioscience Technologies Ltd
Babraham Research Campus
CB22 3AT, United Kingdom

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