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:

Understand the purpose of the round table

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:

• For collaborative discussions, you might need an intimate setting with minimal distractions.
• For executive-level meetings, a more professional or luxurious venue might be ideal.
• For brainstorming sessions, a creative and relaxed environment could be more productive.

Knowing the specific goals will help you visualise the best possible setting.

Consider the size and layout of the space

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!

Location matters: accessibility is key

Your venue’s location is crucial for ensuring that all participants can attend without difficulty. Consider the following when selecting the location:

• Proximity to transport hubs: Choose a venue that’s easily accessible by public transport or located near major roads.
• Parking availability: If your attendees are driving, ensure the venue provides ample parking space, and ideally free!
• Accommodation options: If the round table spans more than one day or attendees are coming from out of town, proximity to quality hotels is a must.

A central location not only enhances attendance but also demonstrates thoughtfulness toward the convenience of your participants.

Evaluate the technological needs

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:

• AV capabilities: Microphones, speakers, and projectors can be important depending on the size of the group, and whether you are wanting the discussion recorded.
• Wi-Fi: High-speed internet access is essential, particularly for virtual participation or accessing cloud-based resources.
• Charging outlets: Participants will likely bring laptops, tablets, or other devices, so easily accessible power outlets are a plus.

Before confirming a venue, ask about the quality of these amenities and schedule a tech walkthrough if possible to ensure everything works as expected.

Catering and refreshments

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:

• Dietary restrictions: Ensure that the menu accommodates all attendees, including vegetarian, vegan, or allergy-friendly options.
• Refreshment breaks: Determine whether you want to offer continuous coffee, tea, and snacks or schedule specific breaks.

If the round table is going to last several hours, providing lunch or at least snacks can help maintain focus and energy levels.

Ambiance and atmosphere

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.

Budget considerations

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.

Venue reputation and reviews

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.

In conclusion

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