Choosing the Right Venue for Your Meeting or Event… and Why Universities Are Strong Contenders

A well-chosen venue sets the stage for a successful event. Here’s a short guide to help you choose the perfect venue – and discover why a university might be just what you’re looking for.

Location First, Then Venue

Finding a great venue for your meeting or event begins with selecting the right location. Conveniences like transportation, lodging, and dining enhance the appeal of an event. A venue close to home is great for one-day events and meetings, while a major change of scenery can spark new ideas. Consider the energy you want to cultivate: rural environments feel refreshing and well-suited to deep thought, whereas a bustling city injects energy and innovative spirit.

Universities are a one-stop-shop, with amenities like on-site lodging, dining options, and proximity to transportation hubs and local attractions.

An urban campus is great if your attendees are traveling from a significant distance. A more rural university provides outdoor space and a quieter setting to form connections. A suburban spot can serve as the best of both worlds, with fresh air, room to roam, and conveniences close by.

Evaluate Capacity, Layout, and Accessibility

Your venue should comfortably accommodate your attendees and planned activities, creating an inclusive environment where all guests feel welcome. Keep in mind that a venue that feels either overcrowded or excessively empty can affect the energy and overall success of your event. A flexible, customizable space provides significant benefits, as you can tailor the layout, decor, and functionality to the specific needs of your meeting or event. Accessibility is also a crucial consideration – every attendee should be able to access the space and fully participate without hassle.

Universities are built to hold a plethora of gatherings, from intimate workshops to company-wide presentations.

Auditoriums with tiered seating provide optimal visibility, while multipurpose rooms offer the flexibility to set up various layouts. If your event includes breakout sessions, having space to spread out with efficient traffic flow ensures a seamless experience. University spaces are also ADA compliant by law, mitigating accessibility hurdles for your group. With a wealth of experience hosting diverse events, university event teams can easily adapt campus spaces to suit your objectives.

Research Services and Amenities

Excellent Customer Service is Non-Negotiable
Your venue should have an experienced, responsive, and supportive team that’s committed to going above and beyond to make your event a success. Read reviews and testimonials from past clients to get a sense of a venue’s reputation. And don’t be afraid to look elsewhere if the partnership doesn’t feel right – a reliable, service-oriented event team can make all the difference.

To understand how personal event managers are key to successful events, dive in here.

In the lead-up to your conference, venues with adaptable policies, such as accommodating last-minute changes, offering early access for setup, or flexible cancellation and refund terms can help reduce planning stress. And during a busy event day, you’ll be glad to have an on-site coordinator or tech support on hand to address any last-minute issues. Staff may also be able to assist with guest registration and other logistical tasks to provide a seamless experience.

Cover the Essentials and More
Of course you’ll need the essentials: audio-visual equipment, Wi-Fi, and catering services. But choosing a venue with extras like libraries, fitness centers, greenspace, and performance venues can be a huge bonus without incurring extra costs. Additionally, check for registration services, hybrid capabilities, and shuttle services.

Universities invest heavily in their facilities, offering a variety and quality that’s hard to beat.

From sporting events to cultural attractions like museums and galleries, there are so many activities on campuses to enhance your attendees’ experience.

Get a Feel for the Ambiance and Style
The venue’s style should reflect the tone of your event. A corporate event may call for a professional space. A celebratory occasion could benefit from somewhere a bit more casual. Sometimes, an unconventional venue hits the spot.

Universities offer a distinctive ambiance that combines professionalism with inspiration.

Campuses tend to be:
• Architecturally diverse, offering both historic charm and modern designs
• Surrounded by green spaces, which can be used for outdoor receptions or team-building activities
• A stimulating environment ideal for fostering a collaborative and forward-thinking vibe

Here’s a great read about how a university campus adds prestige and flexibility to multi-day meetings.

Review Lodging and Dining Options

For multi-day conferences, events, or summer camps, a venue with onsite accommodations and dining makes for an efficient, seamless experience. It eliminates commuting time and fosters focus and engagement by keeping guests immersed in the event without logistical distractions.

Universities are especially suited for multi-day summer conferences and events.

They can transform residence halls into suites, offer a variety of dining options, and may have on-campus hotels for added convenience. Having on-site amenities also creates opportunities for informal networking and relationship-building, as attendees can easily gather for meals or relax in shared spaces.

A Final Word of Advice

Selecting the right venue is a blend of planning, research, and a bit of intuition. By finding a venue that aligns with your event’s goals and prioritizes attendee comfort, you can create a memorable, enriching experience. Universities offer a unique combination of affordability, flexibility, and inspiration, making them a standout choice for meetings and events.

Remember, the right venue doesn’t just host your event – it elevates it.

Want to learn more? Check out Clayton Conference Center or contact a member of our Conference Services team.