Industry experts tell Ben Haugh that planning is essential to ensure a successful gathering

Booking a meeting room for an important company event can be a daunting and time-consuming process.

To help, we asked industry professionals for their top tips on how to make sure you find the perfect space for your conference.

The most common advice is the most obvious: book early.

But they also have plenty of other insights to help you along your event planning journey.

Shannon Smullen, group marketing manager at The Club Hotel at Goffs, a four-star hotel located about 15 minutes from Kildare Village, suggests considering five key points when booking a meeting room.

“Think about location. It should be easily accessible, with parking available,” she says.

The next most important thing, according to Smullen, is food.

“Does the venue cater to multiple dietary requirements? They should offer diverse options for all dietary needs and preferences,” she says.

Smullen believes timing is crucial and points out that mid-week events often attract a better attendance as they can be planned around the working week.

She adds that the space should be adaptable, with modern tech.

Her final tip is one that most people likely wouldn’t consider. She recommends finding a venue that has comfortable break areas, including outdoor spaces for attendees to enjoy some fresh air.

This will ensure they stay engaged throughout, she says.

Keith Myers, sales and marketing manager at Talbot Hotel Stillorgan, a four-star hotel just off the N11 in Dublin, says that bookers should give as much detail about their requirements as they can.

“Book as much in advance as possible to ensure availability especially if bedrooms are also required. Give clarity on your exact requirements,” he says.

Mary Fitzgerald, director of sales and marketing at The Johnstown Estate near Enfield, Co. Meath, says location, ease of access and transport links should be at the top of bookers’ minds.

“Ample parking, including options for electric vehicles, is also an essential consideration for a seamless experience,” she says.

Fitzgerald adds that technology should also be considered, as hybrid events are now commonplace.

“Ensure the venue has high-quality audiovisual systems and strong connectivity to support both in-person and virtual attendees.

“This is especially crucial for meetings requiring seamless collaboration across multiple teams or locations,” she says.

Fitzgerald says that the “flexibility” of the space is also key. “Modern events often blend formal presentations with informal networking, so choose a venue that can adapt to your needs. Look for breakout rooms, lounge areas, and outdoor options for team-building or casual receptions.”

Fitzgerald recommends checking what catering options are available, adding that a venue with “diverse menu options” will allow businesses to “tailor the tone” of their events.

“Increasingly, sustainability in catering is a priority, so ask about local sourcing and food waste initiatives if these align with your company’s values,” she says.

“Finally, ensure the venue has a dedicated and experienced events team who can guide you through the process, from planning to execution.

“Their expertise will ensure that nothing is overlooked, leaving you free to focus on the content and goals of your event.”

Caoimhe Gilmore, meeting and events manager at CityNorth Hotel and Conference Centre, a four-star hotel in Meath, says bookers should evaluate the traffic situation near the venue before booking. If attendees will be travelling during rush hour, traffic can be a problem.

“Parking is difficult in city centre areas, with Dublin in particular keeping cars out of the city, and making delivery of equipment for conferences increasingly difficult,” she says.

She also agrees that technology is becoming crucial for events.

“If your meeting has a remote or hybrid element to it, check equipment, check adapters and do a trial run with your own equipment onsite at the conference venue,” she says.

“Contact your company IT specialist to ensure that there are no network security restrictions on your portable device that may prevent you from connecting at the conference venue.”

Meanwhile, Rachel Bell, sales and events executive at Airfield Estate in Dublin, makes the case for the vibe of a venue.

“Make sure that you are happy with the overall feel of the place and that the space that you have booked will cater to your needs,” she says.

“Natural daylight is important, so access to an outdoor area for people to explore can refresh minds during a busy workshop or meeting.”