5 Mistakes to Avoid When Booking a Venue

Booking the right venue means more than just finding a room. From tech and timelines to catering and accessibility, it’s the details that make or break your event. Here are 5 common mistakes and how to avoid them: 

1. Overlooking equipment capabilities

The mistake:
Assuming all venues offer modern, reliable tech as standard. Many only provide basic equipment, or charge extra for anything beyond a projector.

Avoid it by:
Asking what’s included from the start. At 1 Wimpole Street, we include everything you need when booking a conference with us:

• 4K ultra-HD projection
• Speaker confidence monitors & wireless clicker
• Assisted listening system
• Crystal-clear PA system
• High-speed Wi-Fi
• Flexible stage layout
• In-house AV technician for full support

2. Leaving too little lead time

The mistake:
Booking late limits your options and puts pressure on planning.

Avoid it by:
Booking as early as possible, especially for multi-room events or Q4 conferences. This gives you more flexibility and ensures your preferred setup is available.

3. Not confirming dietary requirements ahead of the event

The mistake:
Forgetting to gather or communicate dietary needs leads to limited catering options and unhappy guests.

Avoid it by:
Including dietary requests in your RSVP or registration form and sharing final numbers at least 7 working days before your event.

We cater for a full range of needs: vegan, halal, gluten-free, allergy-conscious and more.

4. Neglecting Accessibility Needs

The mistake:
Assuming a venue is fully accessible without checking key features like step-free access or hearing support.

Avoid it by:
Asking the right questions. At 1 Wimpole Street, we offer:

• Step-free access throughout
• Accessible restrooms 
• Assisted listening systems for hearing support

5. Focusing Only on Capacity

The mistake:
Choosing a venue based on numbers alone, without thinking about how the space supports your event style.

Avoid it by:
Looking for specific layouts. Our spaces adapt easily for AGMs, panel discussions, hybrid meetings, and more, with layout options to suit your agenda.

Avoiding these five common mistakes helps ensure your event runs smoothly, stays on budget, and delivers a great experience for every attendee.

Want a venue that gets it right the first time?
With expert support, built-in AV, flexible spaces, and a prime London location, 1 Wimpole Street has everything you need.

📩 Get in touch today to enquire or book a tour.