Organising a successful round table event requires careful planning, with one of the most important decisions being the selection of the right venue. The choice of location can significantly impact the flow, mood, and overall effectiveness of the discussion. Whether you’re hosting industry leaders, colleagues, or thought leaders in your field, finding a space that aligns with the goals of the round table is key.
Here’s a comprehensive guide to help you choose the perfect venue for your next roundtable event:
Before scouting for venues, it’s essential to fully understand the purpose of your round table. Is it a brainstorming session or more of a strategic meeting? Each purpose may require a different type of setting:
Knowing the specific goals will help you visualise the best possible setting.
Round table events are typically more intimate than other types of conferences, with smaller attendee numbers, often between 10 to 20 people. Therefore, selecting a venue that comfortably accommodates your group is critical. A room too large can feel disconnected, while one too small can feel cramped.
The layout is equally important. A proper round table setup ensures that all participants can see each other, creating an environment conducive to open discussion. Look for venues that can provide flexible seating arrangements, specifically round or U-shaped tables, which enhance engagement; the clue is in the title...Round Table!
Your venue’s location is crucial for ensuring that all participants can attend without difficulty. Consider the following when selecting the location:
A central location not only enhances attendance but also demonstrates thoughtfulness toward the convenience of your participants.
Round tables often require certain technologies to run smoothly, whether for presentations, video conferencing, or simple audio support. It’s important to ensure that the venue is equipped with the technology necessary to meet your needs, including:
Before confirming a venue, ask about the quality of these amenities and schedule a tech walkthrough if possible to ensure everything works as expected.
A well-fed group is a happy group! Offering refreshments or meals during the event can help keep participants energised and focused, as well as offering more informal networking opportunities. When evaluating venues, consider whether they provide onsite catering options or if they allow external catering.
Some factors to keep in mind:
If the round table is going to last several hours, providing lunch or at least snacks can help maintain focus and energy levels.
The ambiance of the venue can affect the tone of your round table discussion. A venue with a professional, yet welcoming atmosphere can help create an environment where participants feel comfortable sharing ideas openly. Elements like natural lighting, comfortable seating, and tasteful decor can enhance the experience for all attendees.
If privacy is a concern — especially for discussions about sensitive topics — make sure the venue can provide exclusivity or private meeting rooms. Noise levels and potential interruptions are also important considerations, especially if the discussion is being recorded.
While it’s tempting to choose the flashiest venue, it’s important to stay within your budget. Compare pricing carefully, and be mindful of hidden fees such as taxes, service charges, and extra costs for equipment or catering. Some venues may offer package deals that include room rental, AV equipment, and catering, which can provide better value.
Remember that the most expensive venue isn’t necessarily the best. Sometimes a smaller, more affordable space with a great atmosphere can be more effective for achieving your goals than a high-end venue that’s too formal or restrictive.
Before finalising your choice, do a bit of research on the venue’s reputation. Look for reviews from other event organisers to get a sense of the venue’s service quality, professionalism, and reliability. A great venue will have a track record of hosting successful events and will likely be willing to offer testimonials or references.
Consider asking the venue to provide a list of past events they’ve hosted that are similar to your round table to see if they have experience with your specific needs.
Choosing the right venue for your round table can set the stage for a productive and engaging discussion. By focusing on factors such as location, size, technology, and ambiance, you can create an environment that encourages open dialogue and collaboration. With careful planning and attention to detail, your round table is sure to be a success.
Ultimately, the best venue is one that aligns with your event’s goals and makes your attendees feel comfortable, engaged, and valued.
For more information, visit Tailored Round Tables.
Image © The Century Club, Shaftesbury Avenue, London