Choosing the Right Venue: 6 Tips for Event Success
With 64% of attendees saying their top reason for attending in-person events is networking and collaboration (VisitBritain, 2025), it’s clear that venues need to do more than just provide a space – they need to actively support interaction and engagement.
At Lakeside Conference Centre (LCC), based at York Biotech Campus (YBC), we often hear from organisers that choosing an event venue can feel overwhelming. That’s why we’ve pulled together our top six considerations to help demystify the venue selection process and ensure your delegates get the best possible experience.
1. Location, Location, Location
It might sound obvious, but your venue’s location can make or break attendance. If it’s not easy to get to, delegates may think twice about showing up. Accessibility is essential – not just for convenience, but to ensure everyone can participate fully and your event reaches its potential.
Have a think about where your delegates are coming from, and how they might reach you. LCC is located just 8 miles outside of York and is easily accessible by both car and public transport. Its position in Yorkshire places it within a couple of hours of major UK hubs like London, Manchester, and Scotland, making it an ideal meeting point for organisations with regional offices looking to come together.
2. Space to suit your setup
Choosing the right room types for your event is about more than just fitting everyone in, it’s about creating an environment that energises and inspires. A venue with the correct capacity ensures comfort and engagement, while flexible spaces allow you to shape the experience to suit your goals.
LCC is a great example of flexible spaces that work for a range of events. Our 250-seat auditorium provides a professional setting for keynote sessions, while the spacious mezzanine encourages delegates to explore, mingle, and connect, separate to the main conference events. We then have a selection of flexible meeting rooms, including the Kirkham and Claxton Rooms, which can be hired individually, or used for breakout, workshops or networking zones for bigger events.
Think about what you want your event to achieve and the atmosphere you want to create, and this will guide your decisions on the spaces you choose.
3. Food that fuels the day
Food plays a vital role in shaping the atmosphere of an event, helping to maintain energy levels, spark informal networking, and influence how the day is remembered. Today’s conference attendees expect exciting flavours, fresh ingredients and variety. They are looking for food that’s not just functional, but memorable.
Creative catering options like street food vans, tapas-style spreads, and BBQs are becoming popular choices, turning meal breaks into energising, social highlights. At the same time, health-conscious eating is on the rise, so it’s worth considering fresh, flavoursome menu items that cater to a range of dietary preferences.
Even if your venue doesn’t offer these directly, choosing a space that allows external catering or multiple dining options opens the door to more engaging experiences.
4. More than just four walls
The physical environment of a venue has a big impact on how delegates feel throughout the day. Natural light helps boost focus and wellbeing, while access to outdoor areas, like YBC’s lakeside terrace, offers space for fresh air breaks and wellness activities. These moments of pause can help attendees recharge and stay engaged.
Beyond the atmosphere, the practical design of event spaces plays a key role in shaping the delegate experience. Attending a conference should feel smooth and stress-free from the moment delegates arrive. Amenities like accessible parking, secure external areas, and a visible security team all contribute to a more comfortable visit.
5. A unique experience
Delegates now expect more from their business experience – if they are travelling, they want it to be worthwhile and memorable. This is especially true for Gen Z, who are shown to prioritise immersive experiences over traditional conference structures (Go Gather, 2025).
If it works for your event, explore options that offer something a little different than the everyday. In the North, venues like The Deep in Hull and Manchester’s Science and Industry Museum, are good examples that provide unique settings for memorable experiences or could help connect to a specialist industry.
Science campuses, like YBC, also achieve this. Set within 80 acres of peaceful parkland, the LCC offers a rare combination of natural beauty and scientific innovation. We’ve even had occupiers offer behind-the-scenes tours, giving delegates a rare glimpse into cutting-edge research in action.
6. Support on site
A successful conference relies on more than just a great space – it needs a well-rounded support system. Onsite teams including stewards, catering staff, security, and event coordinators help maintain a smooth, professional atmosphere where delegates feel safe, informed, and comfortable.
Facilities like clear signage, accessible layouts, and well-managed communal areas contribute to a sense of ease and flow. Technical support is equally vital, ensuring AV systems, Wi-Fi, and hybrid streaming run without a hitch. When these elements work in harmony, the result is a confident, well-supported experience for everyone involved.
Looking for your next events space? Get in touch with our expert team on [email protected].