The short version: choose by headcount × layout and by the flow of the day

A venue chosen by floor area alone can cause problems on the day. Work backwards from how the event will run and check these seven points.

  1. Capacity per layout — theater (chairs only) seats far more than school (with desks). Check which layout a venue's maximum refers to.
  2. Distance from the station — walking time, whether guests need to go outside, and clear landmarks.
  3. Visibility of slides — screen size, secondary monitors, readability in daylight.
  4. Microphones and sound — enough mics for speakers, the MC and Q&A.
  5. Connectivity for hybrid events — stable WiFi bandwidth, power, and whether you can bring streaming gear.
  6. Reception and waiting areas — reception position, cloakroom, and a green room for speakers or VIPs.
  7. Switching to an after-party — can the room be rearranged, and can you bring food and drinks?

At VELE AOYAMA

Directly connected to Aoyama-itchome Station Exit 0, 11th floor. Up to 80 in seminar layout or 100 standing; a 75-inch 4K display, eight 27-inch monitors, projector and screen; microphones; fast 5 GHz WiFi; a VIP room usable as a green room (paid, weekends and holidays only); free food and drink carry-in with kitchen equipment.