10 key tips for choosing the right venue for your next event

When planning events, your venue is more than just a location—it shapes the success of your gathering. The right venue ensures seamless hybrid participation, professional presentation, and a stress-free experience for all stakeholders.

But with so many options, how do you choose the right one?

Here are 10 essential tips to help you select a venue that enhances engagement, ensures compliance, and delivers a premium experience.

1. Identify your non-negotiables

Every event has unique needs. Start by outlining your must-haves (e.g., hybrid technology, security, privacy, accessibility). Venues that don’t meet these criteria should be eliminated immediately, saving time and ensuring a focused search.

Lumi Experience venues are designed specifically with events in mind, with secure access controls, hybrid integration, and premium privacy features.

2. Align with your budget – without compromising quality

The best venues offer integrated AV and tech solutions, reducing the need for expensive external providers. Opt for venues that provide flexible pricing options and added value services (e.g., event management support, hybrid streaming technology).

Our venues include advanced AV technology, eliminating extra costs and ensuring flawless execution.

3. Plan for both onsite & online capacity

Your venue should accommodate both physical attendees and virtual participants seamlessly. Consider:

• Hybrid layouts for networking, media briefings, and boardroom-style meetings.
• Private meeting spaces for VIPs, board members, or analysts.
• Secure digital access for remote shareholders.

Lumi Experience venues are built for hybrid events, ensuring optimal layouts for both in-person and remote attendees.

4. Insist on high-performance technology

Hybrid success relies on seamless technology integration. Look for:

• Broadcast-quality AV for professional live streaming.
• Ultra-reliable, high-speed Wi-Fi, stress-tested for large audiences.
• Integrated hybrid platforms for live Q&A, secure voting, and document sharing.
• Onsite tech support to handle any issues instantly.

Lumi Experience venues come equipped with built-in, high-performance AV solutions, ensuring a flawless hybrid experience.

5. Work with an expert venue team

Choose a venue with a team that understands the complexities of events. The best venues:

• Offer event management support to handle logistics.
• Provide guidance on hybrid engagement strategies.
• Understand complex requirements that some events require (eg, financial and investor meetings).

Our Lumi Experience teams specialize in high-stakes events, ensuring compliance, professionalism, and smooth execution.

6. Ensure flexible room layouts for maximum engagement

Hybrid events require adaptable spaces. Choose a venue that offers:

• A main plenary space for presentations and key discussions.
• Breakout rooms for analyst briefings or media sessions.
• Dedicated moderator spaces to manage virtual engagement.

Lumi Experience venues offer multi-functional spaces designed for multiple meeting formats.

7. Prioritize a strategic & accessible location

Choose a venue that is easy for attendees to access, considering:

• Proximity to transport hubs (airports, train stations, hotels).
• Parking availability for VIPs and board members.
• Accommodations nearby for multi-day events.

Our centrally located venues in Montreal, Calgary, and Toronto offer seamless access for local and international guests.

8. Elevate the experience with catering & hospitality

Great catering enhances the attendee experience and keeps them engaged throughout the event. Ensure your venue offers:

• Customizable catering options tailored to dietary needs.
• Flexible service formats (buffets, plated meals, networking refreshments).
• High-quality presentation that aligns with your event’s professionalism.

Lumi Experience venues offer premium catering services designed for executive audiences.

9. Secure convenient accommodation options

For multi-day investor events or international attendees, ensure:

• Nearby premium hotels for easy access.
• Shuttle services or transport links to the venue.
• Concierge support for VIP guests.

Lumi Experience venues are close to top-tier hotels, providing a seamless experience for attendees.

10. Look before you book – site visits matter

Before committing to a venue, schedule a site visit to assess:

• Room layouts & accessibility.
• Hybrid tech infrastructure.
• Overall atmosphere & professionalism.

Book a personalized tour of a Lumi Experience venue today and see hybrid excellence in action!

Bonus tip:

Choose a venue that helps you present with confidence — one designed for high-impact, high-stakes hybrid meetings where professionalism, and engagement are non-negotiable.

Investor and shareholder meetings demand more than a standard event space. Ensure your venue provides:

• Seamless hybrid meeting technology
• Secure, professional environments
• A team experienced in investor relations & financial meetings

Ready to elevate your next event?

See how Lumi Experience venues deliver flawless hybrid events.

Schedule a consultation or site tour today