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Location Check

10 tips when choosing a location

Finding the perfect rooms

Finding the right room for your event is not an easy task. You need to be knowledgeable about the requirements of couples when planning their wedding celebrations, as well as the needs of business professionals. In our shortlist, we highlight ten basic points that should be considered in advance.


Shortlist for choosing a location

  • Accessibility
    There is no point in choosing the most beautiful location in the world if it is difficult for most of the guests to get to it. Ideally it should be possible to reach by car or, at best, on public transport. You should also check thatthe location offers enough on-site parking. Choosing accomodation in a great location is essential for a multi-day event.

  • Size
    It is important to choose the right size. On the one hand, it should not be excessively spacious otherwise it may quickly give the impression that not enough guests have turned up, which in turn will have a negative impact on the mood of your event. On the other hand, if the location is too small, it can feel cramped and also negatively impact on the overall atmosphere. Therefore, work out in advance, as much as possible, just how many participants are expected.

  • Infrastructure
    It is imperative, in fact mandatory that you visit the location in person for events of a certain size. You need to consider how much daylight enters the room(s), what is the lightning like and what are the acoustics like? Having good technical systems on hand is indispensable for seminars and lectures - no speaker wants to be hoarse on the day. For larger events it is important to clarify to what extent the rooms are suitable for participants in wheelchairs.

  • Tech equipment
    Consider the following important question before you host your event: What kind of technical devices do I need for my event? Nowadays, overhead projectors, flipcharts and power sockets are considered to be the standard equipment. If you do visit the location in person, it is important to check whether the facility has WiFi, PCs, a sound system, microphone and air conditioning. If not, you will need to make arrangements for these.

  • Equipment
    Find out in advance what furnishings and equipment your preferred location offers. In addition to the basic equipment, additional peices of furniture are often charged separately. This way you avoid any unforeseen costs. Test whether the seating is comfortable, how far away the sanitary facilities are and whether there is a wardrobe. Suppliers, e.g. caterers, will be pleased if you are able to give directions in advance.

  • Catering service
    Some locations work with fixed catering partners who they are tied to as organisers. Others also offer the possibility of hiring external companies for their own event. On site you should see in advance what catering facilities does the location offer: Do they have their own kitchen or facilities for refridgerating the food and drink? Where will the food be kept?

  • Safety
    Safety at events is increasingly becoming a focal point for organisers, authorities and visitors. When choosing the location, you should keep an eye on the safety aspects and layout of the room(s). Does it have emergency lightning? Is it in working order? Are there sufficient and regularly maintained fire extinguishers, free escape routes and doors and first aid boxes?

  • Insurance
    Before you start your event, find out what insurance cover the location has, and which insurance policies you need to take out for your event. Special risks, such as fireworks, should be included in additional clauses. Civil liability will take care of any unauthorised claims for damages.

  • Rules and regulations
    Are you planning a wedding, Christmas party or an informal corporate do? Will there be laughing and dancing? Have you had sight of the house rules of the location for your event in advance so you can determine whether you are allowed to play loud music at the event? Find out where the designated smoking area is for your guests.

  • Costs
    Is ist always advisable to make precise arrangements with the location owner in advance, for example regarding payment agreements, and to record them in writing. This will avoid any nasty surprises later on and can be used to clarify who will be responsible for paying the ancillary costs - such as electricity, heating, final cleaning and waste disposal - whether the drinks are all-inclusive and whether the staff at the location will be at your event.

Can we help you with planning?

Our team will be pleased to assist you!

aachen convention
+49 241 18029-18


Monday to Thursday 9 a.m. to 4 p.m., Friday 9 a.m. to 3 p.m.

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