1. Location

This is likely to be one of your first considerations when choosing a venue, as you will need somewhere convenient and easily accessible for your delegates. Do you have colleagues joining from all over the country? If so, you will need to make sure there are good transport links nearby. Perhaps people are travelling from abroad, in which case you will need to ensure the venue is within easy reach of an airport.

Or it may be that everyone attending the event is coming from the same area. You will need to decide whether to opt for somewhere local or venture further afield for a change of scenery. Whatever you decide, be sure to consider traffic, transportation and parking options, as well as the associated costs this may have for you and your delegates.

2. Type of event

The purpose of your event is likely to impact the type of venue you require. If you're hosting a strategy meeting, you'll need a comfortable space for focused work. You may want a range of areas for workshops where people can gather and break out with ease. For team away days, you will need space to accommodate group activities. And if you're showcasing a new product to clients, you will need to ensure the venue has all the space and facilities necessary to make a great impression.

3. Size and layout

How big does your venue need to be? It's easy to see when a space is too small, but a venue that's too large can be equally problematic. It will be harder for delegates to engage with each other and can dampen the atmosphere. 

And what about the layout? Is there a separate space to host a big dinner party after a long day of talking strategy? Are there quiet corners where people can break out and get individual work done? Are there gardens to wander in break times, space for colleagues to take a walk together and talk through ideas? And how flexible is the space? Can rooms be changed around to meet different needs? And will you have full use of the venue, or will other events be happening simultaneously? 

4. Ambience

The ambience of a venue can set the mood for your event. If you're looking to inspire creativity or facilitate connections among your teams, look for spaces with a warm and welcoming feel. If you're hosting a gala or celebration, you may want something grand and elegant. The decor, the lighting, the architecture of the space and the style of furniture all contribute to the atmosphere. Even the venue's history can help set the tone, adding a touch of warmth, glamour, or excitement. 

5. Food and drink

Great food - and plenty of it - is essential at any event. It keeps people comfortable and can serve as great conversation starters. The food you serve can also add to the atmosphere, whether you want to go bold with an elaborate dinner party or keep things casual with a BBQ.For multi-day events, a great breakfast will be crucial. During the day, you’ll also need food and refreshments to keep you going. But you want this to be flexible, rather than having to stick to a fixed schedule. There’s nothing worse than interruptions for tea and coffee right to kill the moment.

6. Activities

If you're hosting an offsite meeting for your team, incorporating a sense of fun will be vital for boosting camaraderie. So it's important to choose a venue that can accommodate group activities. Tug of war, a game of cricket, an outdoor cinema experience, whisky tasting; the opportunities are endless as long as your chosen venue has the space and facilities to accommodate it.

7. Technology

Chances are, unlimited wifi and sound AV technology will be crucial to your event. Any good venue should provide these for free. But the standard will vary, so it's always good to check that the capabilities will meet your requirements. For example, at Rose Castle, 1gb of bandwidth on fixed lines flows through every corner of the castle and outside spaces, providing a seamless experience for your team. You may also need microphones, screens, or special lighting that don't always come as standard. It's also important to consider staff support at the event. Will it be a venue staff member or an outside AV provider? What about charging stations and tech support if people have trouble connecting? These small things can make a big difference to your teams' experience.