DEVENT — Event planning by Dprime

DEVENT planning resources

Conference Venue Selection: Rooms, AV and Accessibility

A conference venue needs to support the program, not just fit the headline guest count. Compare each room in the proposed layout and ask who will deliver the technical and guest services.

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An illustrative formal event table with floral centrepieces
Illustrative styling image from the DEVENT theme gallery; not a photograph of a listed venue or event.

Map the program to rooms

List plenary sessions, breakouts, registration, meals and any private meetings. Ask for room capacities in the actual layouts and confirm time for moving between spaces, setup and changeovers.

Test the technical offer

Ask what screens, microphones, sound, connectivity and technical staff are included. Share presentation, captioning and streaming requirements early, and check the process and cost for testing or extra equipment.

Check the whole guest route

Review accessible transport and parking, entrance, registration, toilets, stage and movement between rooms. Ask attendees about individual requirements and confirm the practical arrangement with the venue.

Compare food and service

Check meal locations, service times, dietary communication and whether outside caterers are permitted. Ask about water, breaks, staff, cleaning and what happens if attendance changes.

Compare complete proposals

Review room hire, equipment, technician hours, staffing, minimum spend, taxes, overtime and cancellation or change terms. A low room price may not include the services the program actually needs.

Worked example · illustrative details

A conference with two breakouts

The organiser compares two venues using the same brief: a plenary room, two breakout rooms, microphones and an accessible route. One quote includes a technician and the other does not, so the organiser asks for a comparable total.

Your next steps

  1. Map sessions, guest numbers and rooms.
  2. Check AV, access and travel.
  3. Compare food, staffing and full costs.
  4. Confirm layout and handover before booking.

Common questions

Is a venue’s maximum capacity enough to choose a room?

No. Ask for capacity and a plan in the actual layout with the required equipment and access routes.

Should an AV test be scheduled?

Discuss a suitable test or sound check with the venue and presenters before guests arrive.

Useful next steps

Sources and further reading

Keep the next step connected

Event planning tasks and timelineKeep event preparation tasks and the event-day schedule connected in one organiser workspace.Event budget planner in Australian dollarsPlan event expenses, review supplier quotes and track recorded costs alongside your guests and event tasks.Event guest list managerOrganise households, guest names, bride and groom sides, attendance and reserved places in one event guest list.

Continue planning

How Online RSVPs WorkUnderstand the journey from a household’s private invitation link to a saved attendance response.Managing Family RSVPsKeep one household invitation while recording which named family members will attend.Collecting Meal Choices and Dietary NotesCollect useful food information from guests and communicate the relevant requirements to your caterer.Preparing a Guest List for DEVENTClean up an existing spreadsheet before entering households and named guests in DEVENT.

Explore DEVENT before choosing your plan

Try sample tools and review current access, plan availability and automatic communication requirements.

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