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3. FAQ's About Planning a Conference in London - How Do I Find the Perfect Venue?

Wednesday 24 December 2025

Planning a conference in London can be both satisfying and a touch daunting. As venue specialists who navigate the capital's vibrant landscape daily, we've compiled the most common questions we receive, along with insider advice to streamline your process.

How Far in Advance Should I Start Looking for a Conference Venue in London?

Ideally, you should begin your search 12-18 months in advance for large conferences (500+ delegates), and at least 6-9 months for smaller events. London's diary fills up quickly, especially for premium venues in prime postcodes. Starting early secures better rates and ensures a wider selection of suitable spaces.

What's the First Thing I Need to Define Before Contacting Conference Venues?

Your budget and non-negotiable requirements. Be clear on your delegate numbers, fixed dates (or flexibility), essential tech (AV, WiFi), and catering needs. A precise brief is the compass that guides an efficient search and prevents wasted time viewing unsuitable venue options.

Which Area Of London is Best For a Conference?

It depends on your audience and event tone. The City & Canary Wharf excel for corporate finance events. West End & Westminster offer prestige and excellent transport links. South Bank provides iconic views and culture. East London leans towards creative and tech sectors. A key consideration is delegate travel, choose an area with strong Tube/rail/bus links and close to accommodation.

What Hidden Costs Should I Budget For When Searching For a Conference Venue?

Beyond the venue hire and day delegate catering, always factor in:

• AV/Production: In-house packages vs. external suppliers.

• WiFi: Premium, high-bandwidth access for all delegates.

• Service Charge: Usually charged on final food & beverage spend.

• Set-up & De-rig Charges: Really think about when you will need access to the venue for setting up. This may lead to higher room hire charges.

• Contingency: A buffer of 10-15% for unforeseen expenses on the day.

How Can I Ensure the Conference Venue is Accessible?

Don't just ask "is it accessible?", be specific. Ask about step-free access from street to suite, accessible toilet facilities on all event floors, hearing loop systems, and the option of quiet spaces. Viewing the venue in person, or via a detailed virtual tour, is the best way to assess this properly.

Can Conference Venues Help With Accommodation for Delegates?

Many larger conference centres have partnered with nearby hotels. They can often facilitate room blocks at negotiated rates, saving you and your delegates time and money. Hotels often have conference facilities, so they can be a brilliant option if you need to provide accommodation for all your guests. Venue finders can also help coordinate room blocks as they have strong relationships with hotels also, it is a very important part of a multiple day conference event. 

What Are the Current Sustainability Expectations for Conferences?

Significant. So much so that venues now expect queries on their ESG policies. Ask about their food waste reduction, single-plastic elimination, carbon neutrality goals, and use of local suppliers. Demonstrating a commitment to a sustainable event is increasingly important to delegates and is an important part of the venue decision process for the event planners.

Is it Better To Use a Venue's In-House Suppliers or My Own?

In-house suppliers know the venue intimately, which can streamline setup and problem-solving. However, some venues insist on them, while others operate a preferred list or allow fully external teams. Clarify this early, as it impacts your costs and creative control. Always check for corkage or supplier fees from the moment you enquire.

What’s The Biggest Mistake Planners Make When Searching For a Conference Venue?

Trying to do it all themselves without expert local knowledge. The London market is vast and complex. Planners often spend dozens of hours on research, only to miss a perfect, cost-effective venue just outside their initial search radius.

How Can a Venue Finding Service Help When Planning a Conference?

This is where we must suggest using a professional venue finding service like our own. A dedicated venue consultant acts as your insider guide, negotiator, and project manager. We have live knowledge of availability, pricing, and hidden gems in London & beyond. We handle the tedious legwork, provide shortlisted options that truly fit your brief, and negotiate the best possible terms on your behalf as they have strong relationships with hotels & conference venues in London. 

And the best part? Our venue finding service is completely free to you. 

Venues pay us a commission, meaning you gain expert advocacy, save valuable time, and often secure better rates. All without any cost to your budget. It is the most simple way to turn a complex search into a confident, efficient decision.