Philadelphia Convention & Visitors Bureau

WHERE you hold your event is another big factor in the success of your endeavor. The WHERE includes the location and the venue.

Start by making a list of what you want in your ideal location and venue.
When choosing a location, you should consider the following:

Remember that attendees may avoid meetings that are difficult to get to. Once you have determined the location, now it’s time to select the site/venue.
Start the venue selection process by creating a RFP (Request for Proposal). Marco Promotional Products in their article entitled You’ve Been Asked to Plan an Event. Now What??, states that your RFP should list, in writing, specifically how the venue can assist you in creating a successful event. A well written RFP should include:

Share your RFP with the selected venue(s).
Be sure to get onsite contact information for each selected property. Note that your RPP can be shared with multiple venues if you are soliciting information from several sites.

Here are a few more things you need to consider when selecting an event site:

High-end, full service hotel

Hotel with free breakfast and Wi-Fi service

Downtown or suburban property

Food and beverage service

Function space (Meals; general and breakout sessions; office, storage, or registration space)

Additional Resources

  • MeetingsNet; Your Legal Primer for 2018
  • You’ve Been Asked to Plan an Event. Now What??: Step 4 - Selecting the Best Site
    (December 2014) Marco Promotional Products
  • Meetings and Event Planning Playbook by Debi Schol & Susan Losurdo © 2018 Barrel Maker Publishing, p. 27, 31-32

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