12 Essential Things to Check Before Booking a Conference Room

Een vergaderzaal boeken for a corporate event or meeting might seem straightforward, but it’s often where the biggest challenges begin. The venue you choose will set the tone for your entire event — it can elevate your message, foster meaningful interactions, and ensure attendees feel comfortable and focused. On the other hand, the wrong choice can lead to logistical issues, technical problems, and a lasting negative impression.

Op ACE Evenementen Brussel, we understand that booking a conference room goes far beyond checking availability and square meters. It’s about selecting a space that fits your objectives, enhances your team’s productivity, and provides a seamless experience from planning to execution. To help you make the right choice, here’s a detailed checklist covering everything you should consider before confirming your reservation.

1. Location and Accessibility

The location of your venue impacts everything from attendance rates to the experience of your guests. Choose a conference room that is easy to access by public transport, especially in a city like Brussel where many attendees rely on metro, tram, or train. Make sure there’s nearby parking for those who drive, and check whether the neighborhood is safe, well-signposted, and welcoming.

2. Room Capacity and Layout Flexibility

Will your chosen room comfortably accommodate all attendees? Look for venues that clearly state their meeting room capacity and offer multiple layout options — theater, classroom, U-shape, boardroom, or cabaret — to match the goals of your event. Flexibility in furniture setup is essential for comfort and participation.

3. Audiovisual Equipment and Connectivity

Good sound and clear visuals can make or break a presentation. Confirm that the space is equipped with modern AV tools: high-quality projectors or screens, microphones, speakers, and sound systems. Ask if staff is available on-site for tech support.

Equally important is the internet connection. Ensure the venue offers fast, reliable Wi-Fi — especially for hybrid meetings or video conferencing. Poor connectivity can severely disrupt your event.

4. Catering and Break Options

Food and drink can influence both energy and mood during a long event. Look for venues that provide flexible catering services, with attention to dietary restrictions such as vegetarian, vegan, or gluten-free options.

Additionally, make sure there are designated spaces for coffee breaks and informal networking — these moments are often where valuable conversations happen.

5. Safety and Accessibility Compliance

Health and safety should never be overlooked. The venue must comply with all fire and emergency regulations, and include clearly marked exits, fire extinguishers, and first aid kits.

It should also be fully accessible to individuals with reduced mobility, offering ramps, elevators, and adapted restrooms. Every participant should feel welcome and supported.

6. On-Site Support and Professional Staff

Having professional staff on hand can prevent unnecessary stress. Ask if a technical team will be present to assist with AV or lighting during the event.

In addition, courteous and experienced event staff can help with setup, guest coordination, or last-minute changes — making your job much easier.

7. Booking Conditions and Cancellation Policy

Before signing a contract, carefully review the booking terms. Clarify the cancellation policy, deposit requirements, and final payment schedule. Unexpected changes can happen, and transparent conditions help you avoid unpleasant surprises.

8. Lighting and Acoustics

The right lighting can keep participants alert and focused. Opt for venues with adjustable lighting levels to suit different session types — bright for presentations, softer for discussions.

Similarly, good acoustics are vital. Ensure the room is insulated from outside noise and echoes, and that the speaker’s voice will be clear from every seat.

9. Environmental Commitments

Sustainability is no longer optional — it’s a standard many businesses expect. Choose a venue that aligns with your environmental values. Look for features like:

• Local and seasonal catering

• Waste sorting and recycling stations

• Green energy usage

• Eco-certifications or sustainability labels

Not only does this reduce your event’s carbon footprint, but it also strengthens your brand image as a responsible organisation.

10. Schedule a Site Visit

Finally, don’t commit without seeing the space in person. A site visit lets you confirm the room’s size, equipment, and general ambiance. It’s your opportunity to catch any potential issues and make informed decisions before the big day.

11. Brand Compatibility and Atmosphere

The conference venue should reflect your brand’s tone and values. Whether you’re hosting a creative workshop, a high-level board meeting, or a product launch, the aesthetic of the space plays a role in the perceived professionalism of your event.

Look for venues that match your company’s image — modern, elegant, minimalist, or vibrant — and ensure that the décor, colors, and ambiance will support your communication objectives. First impressions matter.

12. Flexibility for Future Events

If you plan to organize recurring events or meetings, consider the venue’s long-term potential. Can the space scale with your audience size? Do they offer loyalty rates or custom packages for repeat clients?

Establishing a strong relationship with a flexible venue partner can save you time and effort for future planning, while ensuring consistency in quality and logistics.

Bonus Tip: Don’t Hesitate to Ask Questions — You’re Not Expected to Know Everything

Booking a conference room can seem like a daunting task, especially when the stakes are high and you’re organizing an event that needs to run smoothly. It’s completely normal to feel uncertain about what to look for or what to prioritize. That’s why asking the right questions early on is one of the best ways to gain clarity and confidence.

Here’s what to keep in mind:

• Venue managers are here to help. They’ve seen dozens, if not hundreds, of events unfold. Don’t hesitate to ask about best practices, typical room setups, or how other clients have handled specific logistical challenges.

• Request visual references. If you’re unsure how a certain room setup or catering option will look, ask for photos of past events or schedule a site visit to get a clearer picture.

• Clarify what’s included. Be upfront about your needs and confirm what’s part of the package versus what may come with additional fees (e.g., AV support, security, extra hours).

• Seek flexibility. Good venues often have backup plans and contingency support for last-minute changes in attendance, tech failures, or delivery issues.

Reassurance goes a long way.

You don’t need to be an event expert to make the right choice. With the right checklist, open communication, and a reliable venue partner, you can create a seamless and impactful experience — even if it’s your first time managing a business event. And remember: the best venues are those who work with you, not just for you.

Final Thoughts: Take the Stress Out of Booking Your Conference Room

Would you like support planning your next business meeting or event in Brussels? Get in touch with ACE Events — we’re here to help you make it a success from start to finish.

Frequently Asked Questions (FAQ)

What should I consider before booking a conference room?

Before booking, consider these key factors:

• Location and accessibility: Is it easy to reach by public transport or car?

• Capacity and layout options: Can it accommodate your number of attendees comfortably?

• Equipment and facilities: Are audio-visual tools, Wi-Fi, and furniture included?

• Support staff: Is there technical or event coordination support available?

• Flexibility: Does the venue allow for changes, catering needs, or last-minute requests?

How do I determine the right room size for my event?

Room size depends on the:

• Aantal deelnemers

• Seating arrangement (e.g., theater, classroom, boardroom)

• Extra space needs like break areas or display tables

As a general guide:

• 1.5–2 m² per person for theater-style

• 2–2.5 m² for classroom style

• 3 m² or more for networking or banquet setups

What are the most common types of seating arrangements?

• Theaterstijl: Maximizes capacity, ideal for presentations

• Klassikale stijl: Good for note-taking and training

• Directiekamer: Ideal for executive meetings

• U-vorm: Encourages discussion

• Banquet/Cabaret: Suitable for networking and meals

Each layout affects how many people the room can accommodate and how they engage with the event.

Do I need to visit the venue before booking?

Yes, visiting is strongly recommended. A site visit allows you to:

• Check lighting, acoustics, and overall ambiance

• Test equipment and connectivity

• Ensure accessibility for all participants

• Discuss logistical details with the venue staff

What equipment is typically included in a conference room rental?

Most modern venues include:

• Projectors or screens

• Sound system and microphones

• Flipcharts or whiteboards

• High-speed Wi-Fi

• Video conferencing equipment (on request)

Always verify what’s included in your rental agreement.

How far in advance should I book a conference room?

For corporate events or larger meetings, booking 4–8 weeks in advance is ideal. For high-demand venues or during peak seasons, consider reserving even earlier to ensure availability and better rates.

Can I customize the space for my brand or event theme?

Many venues offer customization options such as:

• Branded signage or welcome screens

• Custom room layouts

• Decor and lighting changes

• Catering tailored to your event style

Always communicate your needs early in the process.

Are catering services usually included?

Some venues have in-house catering, while others allow external providers. Ask about:

• Menu flexibility (vegan, gluten-free, etc.)

• Setup and cleanup policies

• Timing and service staff availability

What happens if I need to cancel the booking?

Each venue has its own cancellation policy, often including:

• Refund windows (e.g., 100% refund up to 14 days in advance)

• Rescheduling options

• Potential fees or deposits retained

Always review the terms carefully before signing a contract.

How do I ensure the venue is eco-friendly?

Ask if the venue:

• Uses sustainable energy sources

• Offers waste sorting or recycling stations

• Partners with green-certified suppliers

• Holds official sustainability labels (e.g., Label Entreprise Écodynamique in Brussels)

Eco-conscious choices matter both for image and impact.