Finding the perfect event location: what companies should really look out for

The location is more than just a venue

Choosing the event location is one of the most important decisions in the entire event planning process. It influences the atmosphere, flow and perception of the whole event.

Nevertheless, it is often chosen too early or based on the wrong criteria.

Many companies think first about availability or price. But the decisive question is a different one:
What impact should the event have?

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1. The location must match the goal of the event

Before you look at specific locations, you need to clearly define the goal of your event.

Typical goals can be:

• Strengthening team cohesion
• Communicating strategy
• Impressing clients
• Strengthening the employer brand

Only then does it become clear what kind of location makes sense.

Examples:

• Creative workshop → open, inspiring spaces
• Gala or anniversary → high-quality, prestigious location
• Offsite → quiet surroundings with a focus on exchange
• Networking event → urban, communicative settings

The location is not a neutral frame. It is part of the concept.

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2. Location and accessibility are crucial

The best location is of no use if it is difficult to reach.

Important questions:

• How easy is it for all participants to get there?
• Are there good connections to public transport or airports?
• Is there enough parking?
• Is the location accessible?

For larger events in particular, logistics play a major role in participant satisfaction.

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3. Size, flexibility and room structure

A common source of error is unsuitable room planning.

Typical problems:

• Rooms that are too large feel empty and impersonal
• Rooms that are too small create stress and crowding
• Missing breakout areas prevent interaction

Important criteria:

• Flexible room layout
• Separate areas for different programme items
• Possibility of changes during the event
• Quiet spaces for conversations or breaks

Good locations enable dynamic flow.

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4. Do not underestimate technology and infrastructure

Technology is often invisible, until it does not work.

What to look out for:

• Stable internet connection
• Professional audio and lighting technology
• Presentation options (screens, stage, microphones)
• Power supply for all requirements

For hybrid or interactive formats in particular, a solid technical basis is essential.

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5. Think catering and experience together

Catering is a central part of the event experience and should be considered early on.

Important questions:

• Are there restrictions from the location (exclusive partners, kitchen on site)?
• How flexibly can the catering concept be implemented?
• Does the food concept match the event idea?

Food is often one of the most emotional moments of an event. It shapes memories and perception.

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6. Atmosphere and brand fit

The location should match the brand and the occasion.

A modern tech company is perceived differently in a classic conference location than in a creative loft or an unusual offsite location.

Important aspects:

• Architecture and design
• Lighting atmosphere
• Materials and look & feel
• Customisability (branding on site)

The location always conveys a message.

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7. Put the budget into perspective

The most expensive location is not automatically the best.

The more important question is:
What share of the total budget should the location take up?

Typical mistakes:

• Investing too much budget in the location and saving on the experience
• Not taking hidden costs into account (technology, cleaning, staff)

Good planning always looks at the big picture.

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Conclusion: the right location is a strategic lever

The perfect event location does not come about by chance. It is the result of clear objectives and well-thought-out planning.

Choosing a location based on availability alone wastes potential.
Seeing it as part of the overall concept creates a much stronger event experience.

hey! Events supports you in exactly that:
with a curated network of locations and a clear eye for which setting suits which event goal.

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