7 Factors to Consider When Choosing Conference Centers

The convention industry in the US rakes in nearly $100 billion, covering events anywhere from conventions for leaders in the tech space to healthcare conferences.

What about smaller events such as weddings, business meetings, or trade shows? While slightly smaller than say a political convention, these major events still require a lot of time, effort, and planning.

What are some of the things you should take into account when planning and what should you look for specifically when choosing conference centers for your own events? Let’s explore.

What to Look For When Choosing Conference Centers

So, you’re looking for the perfect conference center to house your next event. Regardless of if you’re hosting a smaller business event or a larger benefit gala, making sure you choose the correct venue is paramount to ensuring a successful turnout and event.

There are multiple components to consider for your choice of event centers, such as budget, audience, location, and size. No two events are the same, each coming with its own set of obstacles and planning snafus.

While the planning to-do list for an event may be rife with items, one of the most important items to check off is the venue itself. No venue means no event. So, how do you choose?

We’ll go through a few of these conference center must-haves a bit more in-depth in order to provide you a better picture of what items to look for when choosing a stellar event center.


When hosting a conference or event, it’s important to take into account the comfortability of your guests.

When looking at different conference center options, the space you rent out should be able to accommodate everyone attending and do so comfortably. The main focus should be the event in question, and a properly sized venue will allow for seamless interaction and networking.


The location of your next conference center may be one of the most important factors for ensuring good attendance. Not only is a good location responsible for a good turnout, but it may also determine if people are able to make it to the venue in the first place.

By choosing a good location conveniently located nearer to public transport, you’re making it easier for those attendees who arrive via various cars, planes, trains, or buses.

For local guests, deciding between a close location of venues may be the difference between higher or lower attendance numbers and overall event satisfaction.


Comparing conference center costs can be a difficult task. Staying within budget can be hard to do when taking into account all of the necessary items needed to host a great event.

You’ve chosen a great location for your conference, but other items such as food, entertainment, marketing, and equipment rental need to be taken into account as well.

Rather than hiring out separate vendors for each, some conference centers have inclusive packages and competitive pricing options. Keeping overall costs in mind when looking over your conference center options can be a good way to save in the long run.

It’s also smart to look for any hidden fees or cancellation costs prior to signing on for your event.

The average cost of a wedding last year was just under $34,000. Making sure to choose a venue that is upfront about costs and fees can help you budget correctly and avoid the stress of any hidden incurred costs.


As mentioned previously, when hosting business events, you’ll have guests arriving via different modes of transportation. Taking into account the parking for conference centers is one detail your guests will appreciate.

It is important for guests to have a gauge of whether on-site parking or valet service will be available as well. It will make it easier for your guests to plan ahead and budget accordingly.


Expect the unexpected. A cliche saying that applies when looking at the process of hosting business events.

No matter the amount of planning ahead, it is always better to have an insurance plan in place as well. It’s important to take into account who is responsible should anything happen when hosting a large gathering of people.

Depending on the situation and the venue, there are different insurance options available to look through.


No one wants faulty Wi-Fi during the middle of a business presentation. You certainly don’t want a microphone to go on the fritz just as a major company’s CEO is beginning their keynote speech.

It is important to take into account all major technical requirements are up to date and in proper working order. It’s also a good idea to check if the event space you’re looking at offers technical support during your event.


What sort of image do you want to convey to your attendees? The type of conference center you choose will be reflective of your company’s image. It’s a good idea to choose a center that appeals to your audience and the company image you want to convey.

Does the center offer the decor and lighting you’re going for? What about the general layout and presentation of the rooms? Is it clean, well furnished, and accommodating for all?

Selecting a venue that encapsulates the image you’re driving for can make or break a successfully thrown event.

Ready to Plan?

There are so many moving parts that go into planning any event. Choosing conference centers can be more seamless and enjoyable when looking at the seven tips above.

The Midlothian Conference Center offers small-town hospitality and has experienced staff available to make your event a success. By taking into account the above factors, and Midlothian’s excellent service, you’ll be sure to have a smooth, successfully planned event.

Contact us today for all of your event planning needs! We’ll be happy to walk you through any questions or concerns you have. Let’s make your next event a success.

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