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Wednesday 23 July 2025

To help you make the right decision for your next conference, we’ve put together this guide covering the key factors to consider when selecting a venue, whether you’re planning a board-level summit, a team training day or a full-scale hybrid event...

Choosing a conference venue in London isn’t always straightforward. With hundreds of options across the capital, from purpose-built conference centres to hotels, historic halls and creative spaces…it’s easy to feel overwhelmed. 

Fear no more, read these top 10 tips for making your conference a success.

1. Location & Accessibility:

The venue’s location is often the number one factor influencing attendance. Look for a space with strong transport links, ideally within walking distance of a major train or tube station to make it easy for guests travelling across the city or from further afield.

If your audience includes international delegates or out-of-town attendees, consider proximity to airports and accommodation options. Venues in Central London tend to offer excellent connectivity, though areas further out may offer better value if travel isn’t a dealbreaker.

2. Venue Size & Seating Style:

Start with your expected guest numbers. From there, you can determine the right size and seating layout...

Theatre-style seating is ideal for presentations and keynote sessions.

Cabaret-style encourages note-taking and interaction at round tables.

Classroom or U-shape layouts are best for training or small-group sessions.

Tiered auditoriums improve visibility and engagement for large conferences.

Always check how many guests the venue can accommodate in your preferred format- not just the maximum capacity.

3. Conference Facilities & AV Capabilities:

The best conference venues come equipped with high-quality AV and presentation systems. Look for:

Built-in projectors and large screens

PA systems and microphones

Fast, reliable Wi-Fi

Hybrid or livestream-ready setups

On-site tech support

Using in-house equipment not only simplifies planning, it often reduces your costs compared to bringing in external suppliers.

4. Hybrid-Ready & Virtual Capabilities:

Even as in-person events return, hybrid formats are here to stay. If you plan to include a virtual audience, choose a venue with the right technology to support high-quality video and audio streaming, interactive tools, and digital breakout options.

Hybrid-ready venues make it easier to reach a wider audience, reduce travel-related emissions, and give your event greater flexibility and longevity.

5. Sustainability & Green Credentials:

More and more businesses are prioritising sustainability in their event planning. London has a growing number of eco-conscious venues offering:

Locally sourced catering

Low-energy lighting and AV

On-site recycling and waste reduction

Carbon offsetting options

Green travel access (bike storage, EV charging, etc.)

Choosing a sustainable venue not only reduces your impact, it also aligns with CSR goals and resonates with increasingly eco-aware attendees. Check out our Top 5 Sustainable Conference Venues in London.

6. Breakout Spaces & Flow:

Think beyond the main conference room. Does your venue offer:

Additional rooms for workshops or panels?

Quiet areas for networking or reflection?

Outdoor space for breaks or wellness sessions?

A logical flow between sessions, catering and networking areas?

These elements support a smoother experience for attendees and help you build a more dynamic, engaging agenda.

7. Catering & Delegate Packages:

Great catering is a must, whether it’s a sit-down meal or simple tea and coffee service. Hotel-based venues often offer convenient day delegate rates (DDRs), which typically include:

Room hire

Basic AV

Refreshments and lunch

Stationery and Wi-Fi

Breakout space access

Always check what’s included and what isn’t when comparing prices.

8. Unique or Premium Requirements:

If you’re planning a VIP or high-profile event, you may want something more bespoke. Historic buildings, riverside venues, or private members’ clubs can provide a memorable setting that boosts attendance and prestige but they may require extra planning for AV, access or setup time.

Similarly, if your brand or messaging is central to the event, choose a blank canvas venue where you can control the environment and fully customise the space.

9. Accommodation Options:

For multi-day conferences or events with international guests, having on-site or nearby accommodation is a big plus. Many London hotels offer conference suites with discounted 24-hour delegate rates, covering meeting space, catering, and overnight stays in one package.

10. Your Budget & Priorities:

Be clear on your overall budget and the elements that matter most; whether it’s capacity, tech, location, catering or brand experience. This will help you focus your shortlist and avoid hidden costs.

Venue prices can vary widely across London, so weigh up what’s included in the hire fee (e.g. furniture, AV, staff, security) and request a detailed quote early on.