Planner Insights

“Beyond the main event space, several supporting rooms are easy to forget when reserving a venue but make a real difference for attendees and staff. Conference Planning Services recommends requesting: a private lactation room (not a bathroom stall) built into the RFP or contracting phase; a wellness or quiet room for decompression; a green room for speakers to prep before sessions; 1:1 meeting rooms for private conversations; a weather back-up space for outdoor events; a sponsor or exhibitor lounge; secure storage space for swag, signage, and AV equipment; a planner’s office as a command center; and a staff or volunteer break room. If venue space is limited, rooms can be multi-purposed by time-blocking, such as converting a green room into a wellness lounge during off-hours, or using privacy panels and pipe and drape to carve out space within larger areas.”