How to choose a conference venue in London

Begin with the conference format

Start with the purpose of the event and the proposed schedule. A conference centred on keynote presentations may need an auditorium, while a workshop-led programme may require several smaller rooms.

Confirm the expected number of delegates and how the main room will be arranged. Theatre seating can accommodate more people than cabaret or boardroom layouts, although it leaves less space for group discussion. The agenda may also require a stage, registration desk, refreshment area or space for exhibitors.

One possible format at Regent’s would use Tuke Hall for the main keynote sessions, followed by smaller group sessions in Herringham Hall and Tuke Common Room. Knapp Gallery could provide a separate space for refreshments and informal networking, keeping each part of the programme close together. 

From May to July, organisers may also choose to finish the day on York Lawns with outdoor drinks or a post-conference social.

Check the technology and additional costs

Ask for a clear list of the technology included in the hire price. Depending on the programme, this may cover Wi-Fi, screens, projectors, microphones and video-conferencing equipment.

Technical assistance may be charged separately, so it is worth confirming any additional costs once you have a clear idea of your technical requirements. It is also worth checking whether presenters can test their slides and microphones before delegates arrive.

At Regent’s Events, AV technology and high-speed Wi-Fi are included with its meeting spaces, while on-site technical assistance is available at an additional cost. As Regent’s main indoor conference space, Tuke Hall seats up to 337 delegates and includes tiered seating, a stage and screen.

Plan the catering around the schedule

Conference catering should fit around the programme. Coffee and pastries can be served as delegates arrive, while a working lunch may be appropriate when the schedule is tight. Longer breaks give people more time to eat, speak to other attendees and return to the next session without feeling hurried, in which case a hot fork buffet may be suited.

Check whether catering is prepared on site and how dietary requirements are handled. Regent’s Events provides food and drink for corporate events, including breakfast pastries, canapés, working lunches, buffets, bowl food, and three-course meals. Bespoke menus can also be created for individual events.

The ingredients are ethically sourced, and Regent’s Events is B Corp certified alongside its in-house caterer, Houston & Hawkes. Considering factors such as responsible sourcing, sustainability credentials and environmental initiatives can help organisations assess whether a venue aligns with their own values when choosing a conference space.

Consider the journey to the venue

Delegates may be travelling from across London, elsewhere in the UK or overseas, so clear transport information is important. Check the distance from nearby Underground and railway stations, along with parking availability and the route from the entrance to the registration area.

Accessibility should be assessed across every area delegates will use. This includes step-free routes, accessible toilets and movement between the main room, breakout spaces and outdoor areas.

Regent’s Events is conveniently located within walking distance of Baker Street and Regent’s Park stations. On-site parking – a rare convenience for a central London venue – is also available, including dedicated spaces for Blue Badge holders.

Look at the spaces between sessions

The main room is only one part of a conference. Delegates also need places to collect refreshments, take a break and continue conversations after presentations.

Outdoor space can be particularly welcome during a full day of sessions. Regent’s Events has five acres of private gardens alongside its indoor corporate event spaces, allowing organisers to include fresh-air breaks or outdoor networking within the schedule.

For larger summer events, York Lawns has a marquee available from May to July. A theatre-style layout can accommodate up to 850 delegates with the canopy extension.

Meet the team before you book

The venue team should be able to explain how the day could work across the available spaces and take you through the options during a site visit. Use this opportunity to discuss room layouts, delegate arrival, catering times, speaker requirements and how delegates will move between sessions.

Before confirming the booking, request an itemised quotation and check the access times, cancellation terms, permitted branding, finish time and wet-weather arrangements. It is also worth confirming who your main point of contact will be during the planning process and on the day itself.

At Regent’s Events, conference facilities, outdoor spaces and on-site catering are all available within the same central London setting. The range of spaces allows organisers to bring different parts of the programme together in one place, from presentations and breakout sessions to networking and refreshments, with the option to extend outdoors during the summer months.