How to Choose the Right Event Room for Success

10 July 2025

Estimated reading time: 6 minutes

Choosing the right event room is the foundation of a successful corporate event, team-building activity, or large-scale gathering. At UP Events, we know that the right space does more than just hold your guests — it sets the stage for connection, creativity, and unforgettable experiences. Here’s how to ensure your next event is a resounding success, backed by industry insights, expert advice, and our 15+ years of event management expertise.

Why the Right Event Room Matters

The event room you select shapes every aspect of your gathering — from the energy in the room to the ease of networking and the overall satisfaction of your guests. According to recent industry research, 87.85% of attendees rate food and beverage quality and venue comfort as critical to their event experience. The right space can foster collaboration, spark creativity, and help your organization achieve its goals.

Key Factors in Choosing the Right Event Room

1. Location and Accessibility

Convenience is king. Your event room should be easily accessible by public transport and offer ample parking. This is especially important for corporate clients and schools traveling from different parts of the Netherlands. For multi-day events or those with international guests, proximity to hotels is a major plus.

  • Our Amsterdam West venue boasts 45,000 m² of private indoor and outdoor event space, easily reachable from the city center and Schiphol Airport.
  • Our Weesp location offers flexible options for groups of all sizes, with excellent transport links.

Tip: Always check for accessibility features to accommodate guests with disabilities, in line with government accessibility guidelines.

2. Capacity and Flexibility

Size matters, but so does adaptability. Estimate your attendance using past data and target audience analysis. Overcrowding leads to discomfort, while too much empty space can sap energy from the room.

  • Our venues can host anywhere from 15 to 5,000 participants, with modular spaces that can be tailored for plenary sessions, breakout workshops, or networking lounges.
  • Flexible layouts encourage movement and interaction, which are essential for team-building and creative sessions.

Expert Quote:

“Opt for a venue that offers different room sizes or configurable layouts to adapt to your needs and ensure a comfortable environment for your event.” — ICC Belfast

3. Technology and Connectivity

Seamless tech is non-negotiable. Today’s events demand robust WiFi, reliable AV equipment, and backup power. Hybrid and virtual elements are increasingly common, so digital infrastructure is a must.

  • We provide state-of-the-art AV setups, high-speed internet, and on-site technical support to keep your event running smoothly.
  • Our team can integrate interactive elements like VR challenges or live-streaming for remote participants.

Pro Tip: Always conduct a site visit to test technology and ensure it meets your requirements.

4. Catering and Amenities

Great food fuels great ideas. Quality catering, including options for dietary restrictions, is essential for attendee satisfaction. Amenities like clean restrooms, coat checks, and clear signage also enhance the guest experience.

  • Our in-house catering team offers everything from BBQ parties to cocktail workshops, tailored to your group’s preferences.
  • We handle all logistics, so you can focus on your guests and your goals.

5. Budget and Transparency

No surprises, just value. Understand all costs upfront, including potential hidden fees. Look for venues that offer transparent pricing and customizable packages.

  • We provide clear, itemized quotes and flexible packages to suit your budget, whether you’re planning a small team outing or a large corporate celebration.

6. Support Services

A great event is a team effort. On-site staff, setup and teardown services, and clear cancellation policies add peace of mind.

  • Our experienced event managers handle everything — from decorations to entertainment — so you can enjoy a seamless experience.

Industry Trends and Insights

The Rise of Hybrid and Sustainable Events

  • Hybrid events are here to stay, with venues investing in digital infrastructure to support both in-person and remote attendees.
  • Sustainability is a growing priority. Many organizations now seek venues with eco-friendly practices, such as waste reduction and energy efficiency. At UP Events, we’re committed to green initiatives and responsible event management.

Wellness and Attendee Experience

  • Venues offering wellness amenities — like outdoor spaces, quiet rooms, or wellness activities — are increasingly popular for team-building and long events.
  • The layout of your event room can influence networking and engagement. For example, strategically placing catering points can encourage mingling and spontaneous conversations.

Common Mistakes to Avoid

  • Underestimating space needs: Overcrowded rooms can ruin the atmosphere and limit participation.
  • Ignoring technology requirements: Poor WiFi or AV can disrupt presentations and engagement.
  • Overlooking accessibility: Failing to consider transport, parking, or disability access can exclude key participants.
  • Neglecting catering quality: Subpar food and beverage options can leave a lasting negative impression.

Regulations and Guidelines

  • Occupancy limits: Always comply with local fire and safety regulations regarding maximum capacity.
  • Accessibility: Ensure your venue meets Dutch accessibility standards.
  • Health and safety: Follow local health guidelines, especially for food service and emergency exits.

Success Stories: How We Make It Happen

At UP Events, we’ve helped thousands of organizations — from startups to multinationals — create memorable events that drive results. Whether it’s a high-energy Expedition Robinson team challenge, a sophisticated product launch, or a festive BBQ with live entertainment, our venues and expertise ensure every detail is covered.

What sets us apart:

  • Large-scale capacity (up to 5,000 participants)
  • Fully customizable event packages
  • In-house catering, entertainment, and event management
  • Focus on connection, creativity, and fun

Explore our full range of options at UP Events.

Venue Selection Checklist

Factor

Key Considerations

Must-Have Features

Location

Accessibility, parking, hotels

Central, easy access, ample parking

Capacity

Group size, flexibility

Modular spaces, breakout rooms

Technology

WiFi, AV, hybrid support

Reliable, up-to-date equipment

Catering

Quality, dietary options

In-house, customizable menus

Amenities

Restrooms, signage, cloakroom

Clean, well-marked, accessible

Budget

Transparent pricing, packages

No hidden fees, flexible options

Support

On-site staff, setup/teardown

Experienced event managers

Frequently Asked Questions

How far in advance should I book an event room?

For popular dates and large events, book at least 3-6 months in advance. For smaller gatherings, 1-2 months may suffice.

What if my group size changes?

Choose a venue with flexible spaces. At UP Events, we can adjust room layouts and activities to fit your final numbers.

Can you accommodate special dietary needs?

Absolutely! Our catering team offers a wide range of options for all dietary requirements.

Do you provide on-site technical support?

Yes, our team handles all AV and technical needs, ensuring your event runs without a hitch.

Are your venues accessible for people with disabilities?

Both our Amsterdam West and Weesp locations are fully accessible, in line with Dutch regulations.

Additional Resources

Choosing the right event room is about more than just space — it’s about creating the perfect environment for your goals, your guests, and your vision. At UP Events, we combine expertise, creativity, and a passion for connection to ensure your next event is a resounding success. Ready to get started? Contact us for a personalized quote and let’s create something unforgettable together!