Frequently asked questions about congress venues
How do I plan capacity for a congress?
What matters is not just the total number, but how many people fit into the plenary hall at once and how many parallel sessions take place. With theatre seating in the plenary hall, allow about 1 to 1.5 m² per person, and plan additional space for the foyer, registration and exhibitors. Always ask for capacities per room and seating layout.
What equipment is essential for a congress?
Essentials are a large plenary hall with professional sound, lighting and presentation technology, breakout rooms for parallel sessions, a foyer for registration and breaks, and a stable internet connection. Depending on the format, streaming, interpreting equipment or exhibition space may be needed. Many conference hotels offer rooms, accommodation and technology from a single source, while event venues often offer the greatest variety of spaces.
What is the difference between a congress and a conference?
A congress is usually larger and broader in scope, organised with plenary sessions, parallel sessions and often an exhibition. A conference is usually smaller and more focused, for example a strategy meeting or a leadership gathering. A congress needs a wider variety of rooms, a conference rather calm and good working conditions.
How far in advance should I plan a congress?
For a congress, a lead time of at least six to twelve months is common, and longer for very large events with many rooms. Large congress venues are often booked up early, and speakers, exhibitors and participants need certainty. So secure your date and room options early and check whether technical support is available on site.
What costs does a congress involve beyond the venue?
On top of the venue hire there are often technical equipment, catering, staff for registration and admission, speaker fees, marketing and possibly interpreting services. Calculate technical equipment and catering with realistic participant numbers and keep a buffer. That makes offers easier to compare.
