How to Choose a Conference Venue

How to Choose a Conference Venue

Check conference venues for accessibility, location, and technical support. It should offer flexible layouts, reliable AV and Wi-Fi, in-house catering, and a dedicated events team that handles the details so you don’t have to. 

When it comes to conference planning, the venue is the foundation on which everything else is built. Get it right and the day runs itself; get it wrong, and no amount of fantastic keynote speakers or carefully curated agendas can save you. 

Here’s exactly how to choose a conference venue and how The Loft on King compares: 

1. Pick a Venue in a Convenient Location 

An event is only as successful as its turnout, and nothing kills attendance faster than a venue that’s a hassle to get to. If you want to create a successful event, look for a space that’s:

• Centrally-located within the city or key business district (Downtown Toronto is a great place to start!)

• In close proximity to public transport (i.e., train stations, bus routes)
• Easy to reach by car with clear routes 
• Near hotels, restaurants, and cafes for out-of-town guests
• Surrounded by local amenities like ample parking (if not on-site parking), convenience stores, and ride-hailing access points 

Image Source: Pexels

2. Prioritize Accessibility 

A truly perfect venue should make it easy for everyone to enter, move around, and participate comfortably. Ideally, you want a venue that’s easily accessible to attendees with mobility, hearing, vision, or other needs. 

Look for: 

• Wheelchair accessibility
• Elevator access
• Wide hallways and clear pathways
• Visible signage and wayfinding
• Accessible restrooms 
• Clear AV systems 
• Catering that can accommodate dietary restrictions 

3. Choose the Right Venue Size for Your Group 

The right venue should comfortably accommodate your entire group, along with equipment, staging, catering stations, and breakout areas. Most rental spaces list venue capacity on their website, but these numbers can vary depending on your event setup and layout. 

Here’s our few tips on sizing your venue:

• Always ask for the seated capacity for your specific configuration (theatre-style, boardroom, or banquet) rather than relying solely on the maximum standing capacity.
• Ask for sample floor plans to get a clearer picture of how your stage, seating, and activity zones will fit together.
• Do an ocular visit and go on a venue tour to get a feel for the space. This gives you a more realistic idea of how the venue will function once everything is set up. 

Learn more: 10 Unique Ideas for Your Corporate Event in Toronto

4. Check the AV Setup, Wi-Fi, and Technical Support 

Ask any event planner what their biggest conference nightmare is, and nine times out of ten, it involves a projector. To avoid losing sleep over bad AV, make sure your venue has the audiovisual equipment you need. If they don’t, you’ll have to source it elsewhere. 

At minimum, you’ll want: 

• Microphones
• Dynamic sound system
• Projectors or large screens 
• Tech support (AV technician) for on-site troubleshooting 
• Wi-Fi 

Tip: Most venue rentals offer basic AV equipment, but likely have a preferred AV partner. Consider hiring them. A technician already familiar with the venue can better prevent technical errors and ensure a seamless flow on event day. 

5. Look for a Venue You Can Fully Customize 

If you can’t brand it, what’s the point? A successful conference often connects back to strong brand presence and a cohesive experience that reflects your identity from start to finish. 

Look for a venue that gives you the freedom to:

• Reconfigure the layout
• Brand the space
• Bring in your own vendors (if necessary)
• Adjust the lighting and ambiance
• Separate spaces for breakout sessions, registration, networking, etc.

Tip: Choose a venue that offers in-house chairs and tables. At The Loft on King, event rental already includes standard seating and tables, simplifying event planning and reducing the need for additional rentals. 

Depending on your guest count and setup style, additional furniture or specialty pieces may still need to be arranged separately.

6. Never Settle for Bad Conference Food 

Conference attendees may forget what your speakers say, but they never forget about the food (especially if it’s bad). If you plan to host more events, “great content, terrible lunch” is not the review you want circulating in your industry.

To avoid bad conference food, choose an event venue with solid in-house or partner catering, like The Loft on King. Bonus points if they can help you customize the menu and accommodate dietary restrictions (and yes, we can!). 

7. Consider the Ambiance and Overall Feel 

There’s no rule saying conferences must be held in clinical, sterile, fluorescent-lit boardrooms. Natural light, high ceilings, and thoughtful interior design can instantly make an event feel more welcoming and energizing.

More and more corporate event planning experts are choosing unique, charming event spaces with built-in architectural character because they’re:

• More engaging and visually interesting 
• More memorable for attendees 
• Easier to brand and style for events 
• Naturally “Instagrammable” and shareable on social media

8. Make Sure You Have On-Site Support 

The perfect conference venue won’t let you just “wing it” on the day. When something goes wrong (and something almost always does), you want experienced hands on deck, not a phone number to call.

9. Check Reviews on the Event Venue 

Don’t just take a venue’s word for it! Check what past clients have to say. Reviews from real events give you an honest, unfiltered picture of what it’s actually like to host at the space, from how responsive the team is to how the food held up.

Perfect Conference Venue Checklist 

In Summary 

• A good conference venue should be accessible, well-located, appropriately sized, and fully equipped with reliable AV, Wi-Fi, catering, and on-site support. 
• Opt for central spots near public transit, hotels, parking, and amenities. 
• Ensure wheelchair ramps, elevators, wide paths, clear signage, accessible restrooms, and dietary accommodations.
• Confirm reliable AV (mics, projectors, screens, sound), on-site tech support, and high-speed Wi-Fi. 
• Choose venues with quality in-house or partner catering (poor food lingers in reviews).

FAQs 

Cross “Find a Venue” Off Your Conference Planning List

No need to ask how to choose a conference venue because The Loft on King checks every box on this list. Whether you’re planning an intimate strategy session or a full-scale corporate conference, our space is designed to adapt to your vision, your brand, and your attendees. 

Get in touch to check availability and start planning your event today! 

Written by

Mackenzie Mathieson

Event Specialist

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