How to Choose the Best Location for Your Conference

Choosing a location for your conference is one of the most important decisions you’ll make during the event planning process. It affects everything—from your attendee turnout and budget to your vendor logistics and overall guest experience. A great location can elevate your event, attract more attendees, and leave a lasting impression. On the flip side, the wrong location can hurt attendance, increase costs, and make execution more difficult.

This guide walks you through every factor you should consider to choose the right conference location—from accessibility and space requirements to branding, cost, and local amenities. Whether you're planning a business conference, trade show, corporate retreat, or networking event, this comprehensive breakdown will help you make an informed decision.

1. Understand Who Your Attendees Are

Start by considering your attendees. Who are they, and where are they coming from? Their preferences, locations, and travel limitations will play a major role in determining your conference’s success.

Questions to ask:

• Are most attendees local, regional, national, or international?

• Will they be flying, driving, or using public transportation?

• What are their job titles or industries, and how does that impact expectations?

For example, if you’re hosting a healthcare or government-focused conference, your attendees may expect a more formal venue near a major airport. If your audience is young professionals in the creative industry, they might prefer a trendy venue in a walkable neighborhood with nightlife and local flavor.

Tip: If you’ve hosted this event before, send out a short post-event survey to ask about ideal locations for future conferences. Their feedback can help guide your next site selection.

2. Choose a Convenient and Accessible Location

Accessibility is one of the most critical elements in venue selection. Your location should be easy to reach, regardless of how attendees are traveling. A beautiful venue doesn’t mean much if your guests can’t get to it without stress.

Consider:

• Proximity to airports: Choose a city with a major airport and venues within 30 minutes of it.

• Availability of public transit: Cities with trains, buses, or subways will appeal to attendees without cars.

• Ride-share and taxi services: Make sure services like Uber or Lyft are widely available.

• Parking availability: Is there on-site parking or a nearby garage? How much does it cost?

Also think about accessibility for those with disabilities. ADA compliance, elevators, ramps, accessible bathrooms, and designated seating areas matter and should be non-negotiable.

3. Align the Venue With Your Event Goals and Brand

Your venue should reflect the tone and goals of your event. It sets the stage—literally—for everything else that follows. A conference on innovation and technology probably shouldn’t take place in a dated hotel ballroom. Similarly, an executive leadership summit may not be best suited for a quirky warehouse venue.

Ask yourself:

• What kind of energy or atmosphere do I want the event to have?

• Will the location help reinforce my brand identity?

• Does the space help attendees focus, connect, and engage?

The venue becomes part of the storytelling for your event. For example, a sustainable or eco-conscious brand might host a conference at a LEED-certified building or green venue. A luxury brand might opt for a five-star hotel with curated decor and high-end amenities.

4. Estimate Your Space and Capacity Needs

Don’t just look at the maximum capacity number listed by the venue—think through your event’s entire flow. Will you have multiple breakout sessions? Keynote speakers? Meal service? A sponsor expo area?

Key space considerations:

• Theater-style seating vs. banquet seating (seating styles impact capacity)

• Room for stage and AV equipment

• Separate spaces for registration, networking, meals, and breakout sessions

• Open space for exhibitors or sponsor booths

• Green rooms or prep areas for speakers and staff

It’s better to slightly underestimate your expected attendance when selecting a venue, as an intimate event in a spacious room can feel awkward, but a full room creates energy and excitement.

5. Check Amenities and Services Included

Venues vary widely in what they include. Some are full-service with built-in catering, AV, furniture, and event staff. Others are more DIY, requiring you to rent or bring in everything.

Amenities to look for:

• High-speed Wi-Fi that can handle hundreds of devices

• Audio-visual equipment like projectors, microphones, screens, and speakers

• On-site tech support

• Tables, chairs, and stage elements

• On-site catering options or the ability to bring your own

• Event staff or coordinators provided by the venue

• Security services or access control if needed

Be sure to ask about additional fees—sometimes what looks like a cost-effective rental becomes much more expensive when you add in AV, Wi-Fi, and staffing.

6. Factor in Lodging and Hospitality

Attendees coming from out of town need comfortable, affordable lodging. Ideally, your conference should be walkable to hotels or offer a shuttle service to and from the venue.

Check for:

• A range of hotel types (budget, mid-range, luxury)

• Block booking discounts for your group

• Proximity to food options, coffee shops, or after-hours hangouts

• Safety and walkability in the area

If you’re planning a multi-day event, hosting your conference in a hotel with attached meeting space can be extremely convenient.

7. Understand Local Attractions and Appeal

The more appealing the location, the more likely people are to attend—especially for conferences where attendees cover their own travel. Adding a “fun” factor to your event location can improve turnout, encourage early registration, and help with marketing.

Consider:

• Is this a destination city people want to visit?

• What can attendees do before or after the event?

• Are there local events, festivals, or seasonal draws that overlap with your dates?

For example, a tech conference in San Francisco can appeal to professionals who also want to visit Silicon Valley or wine country. A wellness conference in Sedona or Palm Springs adds natural beauty and a relaxing atmosphere.

8. Review Your Budget—and the Hidden Costs

You’ll need to balance your dream location with your budget realities. Don’t just consider the venue rental cost—look at the total cost of hosting your event in a particular city or building.

Typical expenses include:

• Venue rental fees (by day or hour)

• Equipment rentals (AV, lighting, staging)

• Wi-Fi and power usage

• Catering and beverage packages

• Staffing (security, tech support, servers)

• Parking and transportation services

• Cleaning, insurance, or damage deposits

Ask about packages and bundled services to save money. Also, check if the venue has preferred vendors and what restrictions may exist around bringing in your own suppliers.

9. Check Availability and Booking Flexibility

Before you fall in love with a venue, make sure it’s available for your ideal dates. Many popular venues book out 12 to 18 months in advance, especially during peak seasons.

Tips:

• Ask about date flexibility and soft holds

• Understand the cancellation or rescheduling policies

• Review contract fine print around minimum spend requirements

• Inquire about payment schedules and deposits

If your event is tied to product launches, industry trends, or fiscal calendars, date flexibility may be limited—so book early.

10. Take a Site Visit or Virtual Tour

There’s no substitute for seeing a space in person. Walk the layout, check the lighting, test the Wi-Fi, talk to the staff, and try to imagine how your attendees will flow through the event.

Bring this checklist:

• Are restrooms clean and accessible?

• Is the registration area clearly defined?

• Where will you place signage, branding, or sponsor displays?

• Are there enough outlets and tech stations?

• Is it noisy or echoey in the main room?

• Is staff helpful and responsive?

If an in-person visit isn’t possible, ask for a live virtual walk-through and high-resolution photos or videos from past events.

Final Thoughts: Location Is the Foundation of a Great Conference

A successful conference starts with the right location. It affects attendance, experience, and how people perceive your brand. When done right, your venue complements your theme, makes logistics easy, and leaves attendees feeling inspired, comfortable, and engaged.

From travel and transportation to budget and branding, every detail of your location decision matters. Take the time to research thoroughly, tour venues, talk to other planners, and weigh your options before signing a contract.

Need help bringing your conference to life?

At Elevate Event Staff, we don’t just provide highly trained professionals for registration desks, guest services, and event support—we also help companies plan smarter by offering guidance on staffing logistics, venue flow, and onsite execution. Whether you’re hosting a conference in New York, Chicago, Los Angeles, or anywhere in between, we’ve got experienced, friendly staff ready to support your team.