5 Things to Consider When Choosing the Right Meeting Venue

1. Purpose and Goals

Start by asking yourself or the project initiator about the purpose and goals of the meeting. What do you want to achieve? Is the meeting intended for relationship building, or is it purely informative? Is it meant to boost morale or signal a red flag? Meetings without a clear purpose quickly become not only aimless but also pointless.

It’s also essential to communicate the purpose of the meeting to the invitees. If participants come with skewed expectations, it will be difficult to hit the mark, and the meeting may even do more harm than good if attendees feel misled.

2. Meeting Format

Once you’ve defined the purpose and goals, it’s time to consider the meeting format that will best achieve them. How do you want to convey information to the participants? How involved should they be in the meeting? Factors like room layout, presentation techniques, digital tools, and a well-thought-out agenda all play a role. A monologue might work well if the goal is simply to inform, while a dialogue is better for creating engagement. If the aim is lasting change, an interactive meeting is more desirable.

3. What Does the Location Communicate?

By now, you probably have an idea of what you need regarding venue capacity and equipment. But have you considered that a location can communicate so much more? Luxury and glamour or restraint. Favorable to some regions and perhaps entirely unsuitable for others. An isolated place for team cohesion or a central location for flexibility. More important than the exact venue might be the signal it sends and how well it aligns with the meeting’s purpose.

4. What Internal Competencies and Resources Do You Have, and What Should You Outsource?

Before you start searching for a venue on your own, take some time to assess your current situation. Can you handle all aspects of this meeting internally? Communication beforehand, content and agenda, logistics, and the follow-up work after the meeting? Take stock of your resources and skills before moving forward. You might need support with a small part of the process, the entire process, or not at all. Perhaps even the venue search itself should be outsourced?

5. Plan Ahead!

Planning ahead allows for a wider range of options, no matter the size or format of your meeting or event.

With 27 years of experience in meeting booking, we are experts in Sweden’s various meeting venues, from unexpected conference locations to cozy manor houses. We can help you find the perfect venue for your next conference, workshop, training, or kick-off—completely free of charge and tailored to your needs and budget.

Contact us to discuss your requirements, and we’ll get back to you with several options and a quote.