At Cornerstone Events, we understand that choosing the right venue is one of the most critical decisions when planning a successful conference or incentive event. A well-chosen venue can enhance the attendee experience, reflect your brand, and set the tone for the entire event. Whether you’re hosting a large-scale conference with hundreds of attendees or planning a memorable incentive trip to celebrate your team, the venue plays a pivotal role in making your event memorable. But with so many options out there, how do you select the perfect one? Here are some key factors to consider:

1. Location, Location, Location

Over the years at Cornerstone Events, we’ve had the pleasure of planning events in a wide variety of incredible destinations – from exciting international destinations such as London, Dublin, Hawaii, Fiji, and Hua Hin to name just a few, and closer to home locations such as Queenstown, Adelaide, Perth, Byron Bay, Gold Coast, Melbourne and Hamilton Island. One thing we’ve learned? Location can make or break the attendee experience. When choosing your venue, think beyond just the building itself: 

• Accessibility: Will your guests have a smooth journey getting there? For conferences, that might mean proximity to major airports and public transport. For incentive trips, direct flight access or private transfers can make all the difference. 
• Accommodation: Consider if the group will stay in one property or many – or if indeed you need accommodation factored in! – whether five-star luxury is preferred or something more budget-friendly. Thanks to our strong relationships with many hotel partners, we can recommend various options to suit your group’s needs, preferences, and budget. Holding a group block makes the experience more seamless for attendees and can often open the door to group rates or added perks. 
• Sustainability: Is this considered a priority for your business? At Cornerstone Events, we can recommend hotels with strong sustainability policies in place and even introduce carbon monitoring for your event to help reduce environmental impact. 
• Local Attractions: Especially for incentive events, we try to choose locations with unique cultural, culinary, or outdoor experiences. For example, We’ve held many events in Adelaide, and attendees always have plenty of extra activity options to choose from, such as wine tasting in the famous Barossa Valley, brewery tours around the city, action and adventure like kayaking or go-karting, or walking tours through Hahndorf where you’ll be immersed in its rich history and the town’s Germanic heritage. These activities offer a perfect mix of relaxation, adventure, and local culture, ensuring that every attendee has an unforgettable experience.  We’d be happy to share our knowledge of destinations around the globe to bring together a full experience for your attendees. 

2. Capacity and Layout

At Cornerstone Events, we deliver events ranging in size from 10 to over 5000 attendees, so we know how important it is to choose a venue that can comfortably accommodate your group. The venue should be spacious enough for your expected number of attendees, but beyond just size, consider how the layout will facilitate the flow of your event. 

• Room size and Configuration: Does the space offer flexibility in how rooms can be set up (theatre style, classroom, U-shape, etc.)? Having options allows you to tailor the layout to different parts of your program. For larger conferences, you’ll also want to ensure there’s room for keynote speaker sessions, workshops, networking spaces, and dedicated exhibition space for sponsors or trade displays. 
• Breakout Spaces: For conferences, attendees often benefit from smaller breakout sessions or informal networking areas. Make sure the venue provides enough separate spaces to support a diverse agenda and keep energy levels high throughout the event.

3. Technology and AV Capabilities 

• Wi-Fi: This is essential for large events, especially conferences. Ensure the venue offers reliable and fast Wi-Fi with the bandwidth to accommodate your entire group. 
• AV Equipment: For conferences, you’ll need microphones, projectors, screens, and lighting. Incentive events might require additional entertainment technology. Be sure the venue has these capabilities, and check if they provide technical support. We work with a network of trusted supplier partners – such as Connected Event Group and Sightline – to ensure your event is supported with reliable, high-quality AV and technical solutions, no matter the venue. Whether you’re planning a multi-day conference or a high-energy gala dinner, we’ll make sure the tech runs smoothly behind the scenes. 
• Registration Tech: For larger events, consider how registration will be managed. Does the venue support on-site check-in kiosks or badge printing? We’re lucky to partner with expert registration suppliers like Touchpoint Meeting Services who deliver smooth, tech-enabled check-in experiences – from registration kiosks and stations to on-demand badge printing. Seamless registration can streamline arrivals and get your event off to a great start. 
• Power Access and Charging Stations: Especially for conferences, attendees often need to charge devices. Look for venues with plenty of power outlets or designated charging stations to keep everyone connected and comfortable. 
• Event App Integration: If you’re using an event app for schedules, messaging, or live polling, ensure the venue’s internet infrastructure can support real-time engagement – particularly with large groups logging in simultaneously. 

4. Ambience and Design

The aesthetics of the venue should align with the tone and theme of your event. 

• Brand Alignment: Choose a venue that reflects the message and mood you want to convey. Whether it’s a modern, sleek venue for a corporate conference or a more relaxed, luxurious atmosphere for an incentive trip, the space should reflect your brand values. 
• Decor and layout Options: Ensure the venue allows flexibility in decorations and arrangements. Whether it’s for branded signage, booths, or seating arrangements, make sure the venue can accommodate your creative vision. 

5. Budget and Hidden Costs

Your budget is more than just the venue hire fee. Make sure to factor in catering, staffing, AV, décor, accommodation, transport, and contingency funds. It’s also important to ask about inclusions and exclusions – does the venue charge extra for Wi-Fi, furniture, or cleaning? 

Consider currency gains or losses and how they might affect your budget from planning through to execution. In some cases, it may be wise to hedge foreign currency to protect your event spend. 

And don’t forget about visas and travel requirements. Make sure your key attendees won’t face any issues entering the destination country – for example, the USA has strict rules for travellers with criminal records. These kinds of logistical details can cause last-minute surprises if not accounted for early. 

6. Catering and Dining Options

Food plays a major role in the overall experience of an event – especially for multi-day conferences or incentive programs. 

• Variety and Quality: Ensure the venue offers a diverse menu that caters to all tastes and dietary requirements – including vegetarian, vegan, gluten-free, and religious-based needs such as halal or kosher. High-quality food and beverage service adds a layer of sophistication and comfort to any event. 
• On-site vs External Catering: Some venues require you to use their in-house catering, while others allow you to bring in your own. Make sure you know what’s permitted and that your catering team is briefed on the event flow and audience expectations. 
• Flexible Meal Timings: Especially for incentive trips or tight conference agendas, check if the venue can accommodate flexible mealtimes, grab-and-go options, or tailored menus for special dinners or gala events. 
• The Forgotten Things: Consider things such as bathroom accessibility, how many bathrooms there actually are! Consider access for public transport if applicable or phone range in case of emergencies. You may also need to consider distance your delegates have to walk to a venue or from roadside in – especially important if you have older or mobility challenged attendees. 

7. Customer Service and Support

Great support from your venue team makes all the difference. Look for venues with responsive, flexible staff who are willing to collaborate and adapt to your needs. Communication should be clear and consistent throughout the planning process. 

At Cornerstone Events, our experienced event managers are always on-site, working closely with venue teams to coordinate logistics and ensure everything runs smoothly – from bump-in to final pack down. This allows our clients to stay focused on connecting with their attendees while we handle the details behind the scenes. 

8. Risk and Safety Considerations

When selecting a destination, it’s important to evaluate potential risks – both environmental and political. Some domestic locations may be prone to natural events such as cyclones during certain seasons, while offshore destinations might carry risks like political unrest, tsunamis, or earthquakes. 

At Cornerstone Events, we conduct thorough due diligence on any destinations our clients are considering. This includes assessing risk factors and ensuring there is access to medical treatment nearby. Our goal is to provide peace of mind – so you and your attendees can focus on enjoying the experience. 

Conclusion 

Choosing the perfect venue for your conference or incentive event takes careful consideration, but with the right planning, it will pay off in creating an unforgettable experience for your attendees. At Cornerstone Events, we offer a dedicated venue finding service to help you discover locations that align perfectly with your goals, budget, and event vision. 

Keep these factors in mind and take the time to visit venues, ask questions, and assess your needs thoroughly. A well-suited venue can elevate the entire event – making it not just successful, but memorable and impactful for everyone involved. 

Let us help you plan the perfect conference or incentive event! Reach out now – we’d love to bring your vision to life.