Planning a conference or seminar in London involves many moving parts, and choosing the right venue is only the beginning. Use this simple checklist to ensure every detail is covered and your event runs seamlessly from start to finish.
Confirm expected guest numbers
Decide on preferred room layout (theatre, cabaret, classroom, u-shape)
Identify required breakout spaces
Establish your budget and any flexibility
Check venue capacity for your layout
Confirm availability on your preferred dates
Ask about exclusive hire options
Ensure the venue has strong, reliable Wi-Fi
Review accessibility (step-free access, lifts, accessible toilets)
Projector and screen or LED display
Microphones (lapel, handheld, lectern)
Sound system and speakers
Hybrid/streaming capability if needed
On-site technical support or AV team
Charging points and adequate power supply
Dedicated registration or check-in desk
Cloakroom or storage for coats and bags
Clear signage and directions for delegates
Early access for setup and supplier load-in
Tea, coffee and pastries on arrival
Mid-morning and afternoon break options
Buffet or plated lunch services
Dietary requirements and allergen policies
Water stations throughout the venue
Separate rooms for workshops or smaller sessions
Informal spaces for networking
Private areas for one-to-one meetings
Garden or outdoor space (if required)
Branded signage, banners or screens
Stage backdrop or lectern branding
Space for sponsor materials and exhibition stands
Custom lighting or colour washes if available
Setup and breakdown times
Delivery access and loading bays
Parking and transport links for delegates
On-site team support throughout the event
Venue policies on late finishing or extended hire
Fire exits and safety procedures
Room temperature control and ventilation
Accessibility routes for all attendees
First-aid support on-site
Pack down and collection of materials
Debrief with the venue team
Access to recording or presentation files
Feedback surveys for delegates
