Booking the wrong venue is expensive, embarrassing, and completely avoidable. South Africa has specific challenges — load shedding, variable connectivity, and vast geographic spread — that make venue due diligence more important here than almost anywhere else. These are the 30 questions to ask before you sign anything.
Capacity & Space
- What is the maximum capacity of the main conference room in theatre, classroom, U-shape, and banquet configurations?
- How many breakaway rooms are available, and what are their individual capacities?
- Can rooms be combined or subdivided? What's the minimum notice required?
- Is there a separate registration/foyer area, and how does foot traffic flow on arrival?
- Is there dedicated exhibition or display space, and what are the power and rigging provisions?
Power & Load Shedding
- Does the venue have a generator, and what is its capacity in kVA?
- Is the changeover automatic (UPS) or manual? How many seconds of downtime during a switch?
- Does generator power cover all conference rooms, kitchens, and HVAC — or only partial areas?
- Is there a solar/battery backup system in addition to or instead of a diesel generator?
- What is the venue's load shedding history — have events been disrupted in the past 12 months?
Technology & Connectivity
- What is the venue's internet connection type (fibre/LTE/ADSL) and what are the upload and download speeds?
- Is bandwidth shared with hotel guests or dedicated for conferences? Can additional bandwidth be reserved?
- Is there a wired ethernet option for AV production and streaming equipment?
- What AV equipment is included — projectors, screens, PA system, microphones, confidence monitors?
- Is there a dedicated AV technician on-site during the event, and what is the cost?
- Does the venue support hybrid/live streaming events, and do they have a production room?
Catering
- Is catering in-house only, or can external caterers be brought in? If external, what is the kitchen-use or corkage fee?
- Can the kitchen provide certified halal and kosher meals? If kosher, are they outsourcing to an accredited supplier?
- What is the full-day conference package rate per person (arrival tea, mid-morning tea, lunch, afternoon tea)?
- Is there a minimum catering spend, and what are the penalties for lower delegate numbers than contracted?
Accommodation
- How many rooms does the venue have on-site, and what is the contracted room rate?
- Is there a bedroom minimum commitment tied to the venue hire contract?
- If the venue doesn't have enough rooms, what are the nearest overflow hotels and their distance?
- What is the check-in and check-out time, and can early check-in or late checkout be negotiated for delegates?
Access & Logistics
- How far is the venue from the nearest airport, and is there a shuttle service?
- How many parking bays are available, are they covered, and is parking included or charged separately?
- Is the venue fully accessible for delegates with mobility impairments — ramps, lifts, accessible bathrooms?
- What are the load-in and setup access times for equipment and displays?
Contracts & Risk
- What is the cancellation policy — what percentage of the contracted value is forfeited at 30, 60, and 90 days out?
- Does the venue have event liability insurance, and do they require the organiser to carry their own?
Use This Checklist
Take this checklist into every venue site visit and quote request. Most venue coordinators will be impressed by the thoroughness — and those who struggle to answer these questions are telling you something important.
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