Conference Venue Checklist: 12 Questions to Ask Before You Sign

A venue contract is a logistics decision disguised as a price comparison. Ask these questions before signing.

1. How many rooms are held, and until when?
2. What is the exact meeting-space capacity in your preferred seating layout?
3. Is Wi-Fi bandwidth guaranteed for the full delegate count?
4. What audio-visual equipment is included versus charged?
5. How far is the venue from the arrival airport at peak traffic?
6. Is there space for coaches and shuttle drop-off?
7. What are the catering minimums and dietary options?
8. When does the cancellation and attrition schedule start?
9. Are service charges, gratuities and tourism levies included?
10. Who is the on-site coordinator during the event?
11. What accessibility provisions exist for delegates and speakers?
12. What happens if the delegate count moves by twenty percent?

Write the answers into the contract. Verbal assurances rarely survive a change of venue staff.