1. Ignoring functionality over form. Example: a beautiful
room with pillars throughout will be problematic if there is a
program onstage that people need to see.

2. Not checking to see what else is going on at the
facility during your conference, banquet or event.
Disruptive noise or construction/remodeling can be
detrimental to a successful event.

3. Not making sure the restroom facilities are
adequate for the group size and are easily accessible.
Also that the restrooms are appropriately appointed for
the type of event being hosted.

4. Using the same venue year after year without looking
to see what other options are new or now available—that
might be a better fit.

5. Neglecting to review the venue’s policies on outside
vendors Some venues have restrictions on using outside
vendors for catering, decorations, or entertainment. It's
vital to understand these policies beforehand to avoid any
last-minute surprises and to ensure that your preferred
vendors can be accommodated.

Additional Mistakes People Make When Selecting a Venue for a
Banquet or Conference.

6. If serving a meal, food service logistics. Example: How far
is the kitchen from the dining hall? If not adjacent to the
dining area, how will food be transported and kept hot?

7. Miscalculating how much space is really needed.

8. Not getting to know or confer with your “conference
partners” at the venue. They know things that will help
you make the best decisions regarding all facets of your
event.

9. Overlooking parking availability and accessibility. It is
essential to consider whether the venue has adequate
parking facilities for all attendees. Insufficient parking can
cause delays and frustration. Additionally, ensure that the
parking area is easily accessible, well-lit, and safe.

10. Ignoring the acoustics of the venue. Poor acoustics can
ruin speeches, presentations, and any musical
performances planned for the event. Visit the venue in
advance to test the sound quality or consult with a sound
engineer to ensure that the audio experience will be
satisfactory.

11. Forgetting to verify the venue’s compliance with safety
regulations. Ensure that the venue complies with all local
safety regulations, including fire codes and capacity limits.
This is important not only for the safety of your guests
but also to avoid any legal issues that might arise from
non-compliance.

12. Underestimating the importance of ambiance. While
functionality is crucial, the ambiance of the venue should
also align with the theme and tone of your event.
Consider the venue's lighting, decor, and overall
atmosphere to ensure that it complements your vision for
the banquet.

Adding these considerations to your planning process can help
ensure that your banquet runs smoothly and leaves a lasting
positive impression on all attendees.