How to Choose the Perfect Exhibition Venue

Choosing the perfect exhibition venue is crucial to ensuring the success of your event, whether a small-scale gathering or a company-wide corporate expo. From launching new products and hosting industry networking to delivering employee conferences and generating new business opportunities, your event deserves to shine in an exhibition venue that caters to its individual needs and requirements. Our guide will walk you through how to choose a venue that aligns with your objectives and meets the expectations of your audience without breaking the bank, streamlining the planning process and ensuring your event is a hit.

1. Clarify your event goals and venue requirements

Before you begin your search, understand exactly what you’re looking to achieve with your exhibition. Are you showcasing a new line of products, facilitating connections with fellow industry professionals, or generating new leads and interest for your business? Clarifying both your event objectives and the unique requirements they are likely to generate will help you to choose the perfect exhibition venue, maximising audience satisfaction whilst mitigating any unexpected complications which may arise from an unsuitable space. If you’re looking to launch a new product, for example, a high-visibility venue with stage capacity will best serve the needs of your exhibition, whereas networking events may require more informal, open layouts in order to facilitate conversation and connection.

2. Understand what your audience needs from an exhibition venue

The demographics and preferences of your target audience should be at the forefront of your considerations when searching for an exhibition venue, as satisfied attendees will contribute towards a successful, well-regarded event. When researching how to choose a suitable venue we recommend considering amenities outside of your event’s immediate requirements, such as bathroom and refreshment facilities, as well as the logistical details of your chosen space. Is the location of your exhibition venue convenient and easily reachable, with nearby transport links, parking availability, and accommodation for those travelling from further afield? Will guests with additional accessibility needs be able to safely and comfortably navigate the layout of your chosen exhibition venue? Ensuring the comfort and convenience of your target audience beyond the immediate necessities of your event will contribute towards its success, demonstrating to attendees that you are a business with people at the heart of its operations.

3. Choose a venue which accounts for space, layout, and flow

Evaluate the space needed for your exhibition booths, displays, seating areas, and any other amenities you require. Imagine yourself networking or delivering a talk at your chosen exhibition venue – will it feel crowded and difficult to navigate, with little room to properly engage? It is essential that, when considering how to choose a venue, you account for the flow of attendees and maximise available space through smart, ergonomic event planning. At Nottingham Venues, we have multiple exhibition venues that provide a wide variety of potential layout options and cater to the individual needs of your event according to size, set-up, and any other logistical consideration you require. You can hire the entire property for exclusive use or reserve just one side of the Jubilee Hotel & Conferences, depending entirely on the demands of your event and its target audience. We can also aid in the initial planning stages, create smaller breakout spaces, and provide excellent catering services for your attendees, covering all bases and ensuring your event is a success.

4. Check the technological amenities of your venue

Our modern world is underpinned by the seamless and efficient function of technology, and exhibition events are no exception. Check that your chosen exhibition venue offers fast, free Wi-Fi, AV equipment, and a skilled in-house AV team to support the technical aspect of your event where necessary. If your exhibition is due to last multiple days or involves collaborative working amongst attendees, choose a venue with ample plug points and other charging facilities to keep laptops running and conversation flowing. Planning to have speakers join remotely or guests attend via Zoom call? Ensure that invites are planned in advance and your exhibition venue has suitable projection boards or alternative facilities to maximise successful engagement and guarantee a smooth, seamless delivery.

5. Choose a venue that suits your business and its unique messaging

The ambience and atmosphere of an exhibition venue should reflect your brand and its values, not the other way around. Whether you’re looking to communicate polished and professional, vibrantly creative, or sociable and relaxed, ensure that you choose a venue in which your unique business can shine and attendees will feel welcome. The perfect exhibition space will enhance, not undermine, the theme of your event, working alongside organisers and exhibitors to deliver your goals and leave a lasting impression on your guests. We’ll make you feel at home at Nottingham Venues, with spaces that cater to a broad variety of events – from casual co-working to annual meetings with the C-suite, our state-of-the-art exhibition venues will ensure your brand message is the star.

6. Assess the cost and budget

Determine your budget for exhibition venue rental and associated expenses, such as catering, staffing, and promotional material, well in advance to avoid any nasty surprises on the day. Don’t be afraid to compare pricing options across different venues to find the very best value for your budget, making sure your event doesn’t compromise on quality whilst delivering exceptional results. Interested in working with us for a corporate event? Organise a site visit or arrange a call with a member of our team – we’re happy to discuss how to choose a venue that will suit your needs whilst effectively managing costs.

7. Secure your desired dates by booking early

Start your exhibition venue search well in advance to ensure availability on your desired dates. This is one of the first questions you should ask, ensuring that it’s possible to host your event at the venue of your choice within your planned timeframe. Enquire about their booking procedures, cancellation policies, and any other administrative requirements and contingencies – emergencies happen, and you should ensure your business is fully covered. Booking your exhibition venue early will also provide you with more time to plan and promote your event, ensuring that your advertising materials can reach all corners of your industry and maximise attendance.

8. Visit the venue in person

Schedule a site visit to inspect the exhibition venue firsthand and assess its suitability for your event, allowing you a sense of how the space feels, flows, and will meet your needs on the day. Pay attention to factors such as layout, accessibility, cleanliness, and the overall condition of the facilities; choosing an exhibition venue is a big commitment, and you should ensure it meets as many of your requirements as possible. Have a checklist on-hand to keep you prepared, and take plenty of pictures and notes to share with your team and help you collectively reach a decision. Are you in the neighbourhood and interested in taking a look at one of our venues? Get in touch to organise a site visit and start planning your next big corporate event.

9. Read reviews to make an informed decision

Research online reviews and testimonials from past clients to get insights into their experiences with the exhibition venue and the types of events they have previously catered towards. Consider feedback on factors such as customer service, flexibility, and overall satisfaction to inform your decision and ensure you secure the right exhibition venue for your event’s needs. We’re proud of our facilities here at Nottingham Venues, but don’t just take our word for it – hear from some of the people we’ve helped to host successful events.

“I would like to thank all of the staff at the Jubilee Conference Centre, who were all so welcoming and attentive to our event’s needs,” writes the organisational lead for a recent NPQ event we hosted.

“Megan was excellent, assisting with all of our last-minute queries and being available on-hand when needed. The evening meal was excellent and well-received by all of our guests; the staff were brilliant and so friendly, everyone loved them.”

If you or your business needs a little guidance on how to choose the perfect exhibition venue, get in touch to speak to a member of our team.

Conclusion

By following our step-by-step guide, you’ll soon be an expert in choosing the perfect exhibition venue for your corporate event and delivering an outstanding exhibition which smashes targets and impresses attendees. From excellent atmosphere to state-of-the-art facilities, the perfect exhibition venue will elevate any company showcase and set your business apart from the competition.

Take it a step further and guarantee success with Nottingham Venues – from small-scale gatherings to company-wide events requiring catering, entertainment, and accommodation, get in touch with a member of our team and let us help your business to shine.