---
title: "How to Choose a Conference Venue: 7 Sourcing Tips"
description: Discover essential tips for selecting the perfect venue for your next conference, ensuring a smooth planning process and an elevated attendee experience.
image: https://psg-events.com/hubfs/18-7-tips-for-venue-sourcing-and-selection-for-conferences.png
---

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PSG INSIGHTS · CONFERENCE PLANNING

# How to Choose a Conference Venue: 7 Sourcing Tips

[Magdalena Bonnelly](https://psg-events.com/blog/author/magdalena-bonnelly) Aug 21, 2025, 6:37:58 AM

![PSG Events: Seven tips. A smarter venue choice.](https://psg-events.com/hs-fs/hubfs/18-7-tips-for-venue-sourcing-and-selection-for-conferences.png?width=1000&height=560&name=18-7-tips-for-venue-sourcing-and-selection-for-conferences.png)

### Don't let your desired destination and/or venue slip away. See below for useful tips and best practices for venue sourcing!

When planning an in-person conference, it's important to choose the right venue. A venue that your attendees will enjoy and receive good levels of service. A venue that will not only meet your conference's goals and objectives, but elevate attendees' experience. 

Since venue expense contributes to over 1/2 of the expenses associated with conference, you do not want to approach this part of planning with "wing it" attitude. We are ready to help you so don't hesitate to [CONTACT US .](https://share.hsforms.com/1eQrB71vMSaKelizBSzDHQwq8slh)

Here are venue sourcing best practices and what to do to be successful in not only finding, but also contracting desired destination and venue. 

1\. Start looking at least 12 months in advance if your conference is over 100 people. Smaller conferences can be planned within 12 months as venues often have "booking windows". 

2\. Look for venues with a space that can accommodate your attendees comfortably - determine desired set up, number of breakouts and AV in advance as it will determine amount of meeting space you need. Do you need help with looking for venues? We have the resources to help you. [CONTACT US](https://share.hsforms.com/1eQrB71vMSaKelizBSzDHQwq8slh) today. 

3\. Determine your non-negotiables and must-haves for the venue. Support those with facts, not wishes. 

4\. Don't let venues force you into what will work for them (a real challenge these days with current demand). Be flexible and open minded but strict when needed. 

5\. DO NOT copy and paste your last Request for Proposal.  Pre-sourcing audit will help you analyze your past events to create RFP with as accurate information as possible. Let us help you by simply [CLICKING HERE](https://share.hsforms.com/1eQrB71vMSaKelizBSzDHQwq8slh) .

6\. Provide historical data in your RFP.

7\. Include any desired clauses for the contract up front i.e. meeting space set up accountability clause (if you are not using this one, it is time to start - ask us how?) [desired attrition](https://share.hsforms.com/1eQrB71vMSaKelizBSzDHQwq8slh) , mutual cancellation clause (if you are not using this one, it is time to start - ask us how?)

REMEMBER: bottom line is that venues need to produce revenue.. and that is their ultimate goal when booking conferences and meetings. Your RFP will be evaluated and compared with other business that wants the same dates at the venue.

Your RFP can make you stand out from the crowd with our strategic sourcing, using the best practices in the industry.

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Jul 23, 2026, 1:22:01 PM

### [Conference Planning vs. Operations: What’s the Difference?](https://psg-events.com/blog/conference-planning-vs.-conference-operations)

Jul 21, 2026, 4:21:25 PM

### [Conference Venue Contracts: What Should You Review?](https://psg-events.com/blog/conference-venue-contracts-2026-guide)

Jun 25, 2026, 5:12:28 PM

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