Planning a Large Conference: Ten Key Questions to Ask Your Event Venue

When it comes to organizing a large conference in New York City, choosing the right venue is one of the most critical decisions you’ll make. Selecting the perfect space requires more than just checking availability, size, and price. To ensure your event runs smoothly and exceeds expectations, here’s a list of essential questions to ask when considering an event venue for your conference.

1. Does the Venue Have Space for Breakout Sessions or Other Needs?

Conferences often involve multiple tracks or breakout sessions in addition to the main event. Be sure to ask if the venue can accommodate these smaller gatherings. AES NYC’s event spaces are designed with flexibility in mind, allowing you to set up separate areas for workshops, panel discussions, networking, and sponsor activations. Understanding the venue’s layout and capacity for segmentation is crucial to ensuring your event flows seamlessly.

2. Can the Venue Handle Other Key Elements Like Food & Beverage, or Sponsor Areas?

A successful conference often includes various elements beyond the core sessions. Ask the venue if they have dedicated spaces for food and beverage prep and service, lounges, and areas for sponsor displays. AES NYC’s venues can be customized to create dedicated sponsor zones and custom-built areas for catering and more. Knowing where these elements can be integrated into your event design is essential for smooth operations and a successful conference.

3. Does the Venue Offer Good Branding Opportunities?

Brand visibility is often one of the most important considerations for event organizers. Ask if the venue offers opportunities for prominent branding, especially in high-traffic areas. Do they have street frontage, large windows, or other areas that can be utilized for banners, signage, or installations? AES NYC’s open, adaptable spaces are perfect for incorporating creative branding, both inside and outside the venue. Be sure to ask about permitted areas for signage, digital screens, or even larger-than-life brand activations.

4. Are There Required Vendors for Certain Services?

Some venues work exclusively with specific vendors, which may include catering, AV, or even furniture rental, as they already are familiar with the logistics of the space. This can be a potential consideration when determining your event budget and logistics. Be sure to ask if the venue has a preferred vendor list, and whether you’re required to use their designated vendors for certain services. While AES NYC offers preferred vendors, we also place a high value on flexibility. When seeking a venue, be sure to ask about their vendor policies and requirements of vendors, like insurance coverage. It’s always good to know upfront if there are exclusive vendor partnerships in place, and what sort of terms may apply.

5. Is the Venue ADA Compliant?

Accessibility is a key factor for any event. Ensure that the venue is fully accessible to all individuals, including wheelchair access and ADA-compliant restrooms. AES NYC’s venues are designed to ensure that everyone can participate in your event without barriers. In addition, confirm that the venue complies with all local accessibility laws and regulations to provide a welcoming space for all guests.

6. Are There Attractions, Transportation and Hotels Convenient to the Venue?

The experience surrounding your event is just as important as the event itself. Ask the venue about nearby hotels, transportation options, and attractions. Are there hotels within walking distance for your attendees, or do you need to arrange shuttle services? AES NYC’s venues are located in some of the most desirable neighborhoods in New York City, with easy access to top hotels, restaurants, and cultural attractions. A well-located venue makes it easier for attendees to navigate and enjoy their time in the city.

7. Do They Provide a Dedicated Venue Manager and Production Support?

Having on-site support can be a game-changer when it comes to executing a flawless event. Ask if the venue provides a dedicated venue manager who will be available to assist you with logistics, troubleshooting, and coordination during planning and during your event. Additionally, inquire about production support—whether the venue offers AV technicians, lighting specialists, or other technical staff. AES NYC prides itself on offering experienced venue managers who can help with everything from vendor selection to coordinating with all involved.

8. What Are the Load-In and Load-Out Procedures?

The logistics of setting up and breaking down your event are often overlooked but can make or break your conference. Ask the venue about their load-in and load-out procedures, including access times, parking, and any restrictions. Can large equipment be delivered easily? Can items be received by the event in the days prior to the conference? Is there sufficient space for trucks and other large items? AES NYC ensures that load-in and load-out are as seamless as possible, with clear procedures to minimize delays and disruptions.

9. What Is the Venue’s Flexibility Regarding Event Design and Layout?

An important consideration is asking how flexible the venue is with layout changes, décor, and installations. Can the space accommodate large stages, breakout rooms, or interactive installations? A “white box” venue, like those offered by AES NYC, provides the perfect blank canvas for you to design your event exactly as you envision it. The more adaptable the venue, the easier it will be to tailor it to your event’s specific needs.

10. What Is the Venue’s Noise and Acoustic Control?

For a large conference, acoustics play a significant role in attendee experience. Be sure to ask about the venue’s noise controls, acoustics and ability to support your sound system and other audio needs. Will there be any noise distractions from outside sources, or is the space equipped to handle sound properly? AES NYC’s venues are designed with acoustic flexibility, making them ideal for events with a wide range of audio needs—from keynote speeches to panel discussions.

Final Thoughts

When planning a large conference in New York City, the venue you choose can either make or break the success of your event. By asking the right questions—from accessibility and technical support to branding opportunities and flexibility—you’ll ensure that every aspect of your conference is well supported. AES NYC’s versatile event spaces provide a perfect foundation for conferences of any size, and their knowledgeable, highly-responsive, dedicated team is there to help you every step of the way.

Ready to start planning your next big event? Contact AES NYC today to explore their stunning venues and make your conference unforgettable.