Event Venues

Choosing a venue

 * Dates
 * Is the venue, and spaces that you want, available on the dates of your event?
 * Are there additional charges for different dates, or discounts for other dates - such as during winter?
 * Which groups or events have used the venue in the past - ie what is its track record?
 * Accommodation
 * Is there accommodation close to your venue?
 * And is there a range of accommodation options close to the venue?
 * Do your dates clash with any other major events - such as sporting events - which would make accommodation tight
 * Physical space
 * What sort of spaces are available?
 * Are there break out rooms available?
 * Where does the registration desk go?
 * If you are having catering or beverages where do they go?
 * Is secure storage available - particularly for technical conferences where people bring expensive equipment
 * What room configurations are available?
 * Is the furniture movable?
 * What are the seating and capacity limitations? How do these work with your event?
 * Physical comfort
 * What is available in terms of heating, ventilation and air conditioning (HVAC)? How is this controlled?
 * Are the seats comfortable? (this is important particularly if people will be in them for several hours a day)
 * Are the toilets ample? And are they clean etc?
 * Will you need a parents' room?
 * Accessibility
 * Are there steps or is the venue wheelchair accessible?
 * Are there hearing induction loops for the hearing impaired?
 * Do elevators etc have braille labels?
 * Signage
 * What options are there for signage on the venue?
 * Who pays for signage?
 * Utilities
 * How is rubbish handled?
 * Do you need to know where the power box is?
 * Security
 * Will you need a security guard and does the venue supply this?
 * Food and beverages
 * What alcohol and liquor licensing restrictions does the venue have in place?
 * Do you have to use the caterer provided by the venue?
 * Are there adequate facilities for
 * Audio visual
 * Does your equipment have to be tested and tagged?
 * What audio visual equipment is provided?
 * Is the audio visual equipment adequate for your needs?
 * What are your options for streaming or recording if you intend to provide these?
 * What networking is available? What additional charges are incurred?
 * What is the wireless coverage like? How many simultaneous users can the AP handle?
 * What is the bandwidth to the internet like?
 * Location, access and egress
 * Safety of attendees - are there lots of dark hidy spots, or is the venue well lit?
 * Is the venue easy to get to via public transport?
 * Is the venue easy to get to via private car?
 * If you have a large number of attendees, is there adequate access and egress?
 * What about carparking?


 * Legal and financial arrangements
 * What is the payment schedule of the venue?
 * Is a deposit required and is it refundable?
 * Have you read the find print in the venue hire agreement?
 * Liability insurance and event insurance - what is covered and by whom?
 * Does the venue appear to be safe - with fire exits clearly marked etc
 * Who will you be dealing with?
 * How negotiable are the venue hire prices?
 * Does my group have to be a nonprofit or fit within the mission of that facility in order to use it? - for instance some venues run by church or religious groups are alcohol-free
 * What are the cancellation and attrition policies - do you need a minimum number of people or are charges based on the room hire?
 * Sustainability
 * How sustainable is the venue?
 * Where do they source material from?
 * Do they recycle?
 * Do they use green power at all?

Victoria

 * City of Melbourne Council venues
 * City of Greater Geelong Council venues
 * State Library of Victoria venues
 * Universities
 * RMIT
 * University of Melbourne
 * Deakin University