6 Tips for Finding the Right Meeting Venue

Whether it's a planning meeting for 5 people or a large event, product launch, kickoff, or summer party with the staff, it's crucial to find the right place. The venue should reflect a feeling that is linked to the purpose and goal, be cost-effective, maintain high standards both visually, technically, and functionally - and preferably be a bit unique.

In other words, finding the right place is often challenging. Besides these obvious criteria, there are other aspects to consider – in the future, we will see much more of, for example, sustainable meetings and innovative meeting designs.

So, how do you find these perfect places? Here are a few venue hacks that can hopefully open up new possibilities:

Have a concrete purpose and goal for the meeting or event and work from that. Ensure you can answer the questions – What feeling do we want to convey? and – Why should participants invest their time in this? Once you know this, it becomes easier to find or adapt the venue accordingly.
Utilize opportunities. If it's a meeting with few participants, you can take advantage of the sharing economy and look for a lovely apartment with suitable furnishings on Airbnb. It's a great way to shake things up and challenge the traditional boardroom setting. If someone needs to stay overnight, it's perfect. There's also an Airbnb for venues and conference rooms, WorkAround.
Don’t lock yourself into the descriptions and photos of conference rooms or event spaces. Most furnishings are completely flexible, and there's nothing to say you can't throw out all the furniture and place FatBoys combined with standing tables around the room for a more relaxed gathering.
Have your own plan for how you want to apply sustainability in your meetings and events. List the most important aspects – such as locally produced and organic food, proximity to public transport, diversity among staff? Regardless of which aspects you choose to focus on, it's easier to find the right venue if you have these prerequisites in place.
Embrace the opportunities that today's technology enables. Can you use VR to incorporate certain elements? Or project a spruce forest onto a dull wall to create a more vibrant environment?
Regarding cost-effectiveness. The most cost-effective option is always the one that can best achieve the purpose and goal in the long run. But you already know that.

With 30 years of experience in meeting booking, we, together with our sister company Konferenspoolen, are experts in Sweden's various meeting venues. We help you find and book the right venue for your next conference, workshop, training, party, or kickoff – completely free of charge and based on your needs and budget requirements. Read more at konferenspoolen.se