PICK THE RIGHT EVENT VENUE: AVOID HIDDEN COSTS, TECH GAPS AND BIG RISKS
Every great event starts by picking the right venue. Picking the wrong one could carry hidden costs like surprise AV fees, unstable Wi-Fi or outdated tech that derails even the best plan.
A venue isn’t just about location or catering. It’s about whether the space and its technology can deliver the experience your audience expects and your event deserves.
In today’s high-stakes event world, the wrong choice can blow budgets, stress teams and leave delegates underwhelmed. The right choice sets the stage for delivery, powerful experiences and lasting impact.
Here’s what to look for before you sign on the dotted line.
EVENT VENUE TRENDS – RIGHT NOW
The latest Australian and ANZ data shows event professionals are in full recovery and then some:
- 81% of planners plan to increase event volume in 2025, up from 68% in 2024. There’s renewed confidence and ambition hitting the industry fast.
- Hybrid, in-person and virtual events are booming: In-person up 57%, webinars up 56%, virtual at 54%, hybrid 45%. All signals point to tech-driven formats dominating.
- Sustainability and accessibility are front of mind: 80% of event professionals now target sustainability, and 68% set accessibility goals.
- Smart, contactless and touchless tech is becoming expected: Technology-driven tools that help people navigate physical spaces like venues, QR check-ins, mobile apps and signage are now hallmarks of a seamless participant experience.
- Branded experiences are on a rise: Experiential marketing has grown 40% annually across Asia-Pacific, driven by Gen Z’s demand for authentic, memorable moments.
That means event managers aren’t just looking for a roof under which to host; they need venues that can deliver immersive, inclusive, sustainable and tech-enabled experiences from the moment attendees step in.
Poster presentations
4 ESSENTIAL CRITERIA FOR AN EVENT VENUE SELECTION
1. Tech-Ready Infrastructure
Without reliable AV and smart tech, even the most beautiful venue falls flat.
Ask: Is there seamless connectivity, in-house screens, mobile-friendly signage? How easily can you integrate live-streaming or hybrid setups?
2. Experience-First Design
People crave connection. Venues that support storytelling, flow, and social tension give your event emotional gravity.
Think: Natural light, breakout nooks, ease of movement.
3. Sustainability & Accessibility
Next to safety, these are no longer optional. Choose venues with green programs, carbon-tracking and universal design baked in, from entry to exit.
4. Adaptability Meets Calm
Events evolve on the run. Spaces that shift with your needs and let the AV team adjust on the fly keep organisers calm and attendees spellbound.
THE HIDDEN EVENT VENUE COSTS NO ONE TALKS ABOUT
Many planners underestimate how quickly hidden costs add up. What appears to be an “all-inclusive” package can mask unexpected extras.
Questions to ask upfront:
- Can we use our own AV supplier, or are we locked into the in-house team?
- What additional charges apply for exhibition power, screens, staging or broadband?
- Are breakout room turns (e.g. Resetting for morning tea) included or charged separately?
- Is there enough space for exhibition booths and ancillary activities like coffee carts or goody bag packing?
- What about dedicated internet lines? Are they available and guaranteed?
The answers to these questions can change the true cost of your event significantly.
SPECIALISED AV NEEDS: WHERE EVENT VENUES FALL SHORT
Large government or convention venues often require you to use their equipment and it’s rarely tailored for unique or high-impact requirements. That’s where a partner like BAX AV can bridge the gap.
We’ve helped clients secure and integrate specialist AV solutions where “house-only” setups couldn’t deliver, including:
- Poster presentation for scientific or research events
- Purpose build AV conference racks
- Seamless transformation from conference-to-gala dinners
- Specialised sound and vision equipment that allows for quick room turnarounds and multifunctional use
- Experiential, interactive tech that drives engagement beyond standard offerings
Under special circumstances, we’ve even negotiated to bring in additional equipment into restricted venues, giving clients the flexibility they need for a truly professional result.
EVENT VENUE HIGHLIGHTS – SPACES THAT ALREADY DELIVER
Central Coast Leagues Club — A refined coastal venue with ease of access, vibrant interiors and venue personality to boost engagement.
Gosford RSL — Its newly opened multi-purpose precinct blends relaxed community culture with dedicated conference infrastructure.
Mercure Koonidah Waters, Voco Kirkton Park, Chateau Elan, Voco Gosford: Each brings character, location, benefit and flexibility, depending on event size and tone.
Gosford RSL – Conference Room
WHERE AV TRANSFORMS AN EVENT VENUE SPACE INTO AN EXPERIENCE
A venue sets the stage but AV brings the story to life.
“Our mission is straightforward: take the technology off your plate, so you can focus on crafting the moments people talk about.” — Dale Bax, Owner, BAX AV
We offer:
- Pre-event audits to confirm venue tech readiness and identify any gaps early.
- Modular setups that scale – small boardrooms to large halls, seamless and ready-made transitions from conference set ups to gala dinner extravaganza’s.
- Contactless and interactive support: from mobile signage to digital signage aligning with the latest trend for touch-free experiences.
Green tech options, from low-impact lighting to paperless control systems that support your sustainability goals.
Voco Gosford
A SNAPSHOT: EVENT VENUE SELECTION WITH BAXAV SUPPORT
| Selection Must-Have | Why It Matters | BAX AV Adds the Edge |
| Tech-ready infrastructure | Ensures smooth delivery, no surprises | Pre-audit, tailored AV plan, on-site support |
| Experience-first design | Drives engagement and comfort | Immersive AV storytelling, lighting, ambience |
| Sustainability & accessibility | Meets modern values, avoids backlash | Green tech integration, accessible AV solutions |
| Adaptive setup & flexibility | Maintains calm when plans change | Scalable AV, rapid on-the-fly reconfiguration |
PICKING AN EVENT VENUE: THE BOTTOM LINE
Event planners today juggle ambition, experience, technology and heart. The right venue isn’t just bricks and mortar, it’s a conduit for connection. And AV? It’s the invisible engine that turns quiet walls into unforgettable stories and memorable moments.
Want help reviewing venues, locking in tech or ensuring flawless delivery? Let’s start the conversation.
baxav.com.au
