Event planning · Vilnius · A guide for organisers
Looking for a conference venue in Vilnius? Before booking, consider more than capacity and the hire fee. Room layout, screen visibility, sound and internet connectivity all affect how comfortably people can follow your event in person, on a recording or online.
This guide will help you compare shortlisted venues and prepare questions for their teams. Labas Krabas provides event filming, multicamera video production and live streaming. Here, we assess venues from a video production team’s perspective.
Where should you start your venue search?
Write down your event date, duration, audience size and format. Will there be presentations only, or also panel discussions, audience questions and remote speakers? Do you need recordings of every session, a live stream or a short highlights film afterwards? These decisions affect the space and equipment you need.
You can use the Go Vilnius venue finder to build an initial shortlist. Confirm prices, availability and the terms for your specific event directly with each venue.
How to compare conference venues
Ask each venue to quote for the same scope: your chosen seating layout, equipment, technical staff, setup time and any additional charges. A room’s advertised capacity may differ from its capacity once you add a stage, cameras and a production desk.
- Audience movement. Where will registration and breaks take place? Could people entering or leaving block the cameras?
- Stage and screens. Will slides be legible from the back rows and visible from seats at the sides?
- Access and setup. When can the crew arrive, bring in equipment and rehearse?
- Responsibilities. Who handles sound, advances presentations, manages the internet connection and provides support during the event?
Seven questions to ask before booking
1. Where will the cameras go?
Request a floor plan showing the stage and seating. Camera positions should keep aisles clear and preserve the audience’s view. Close-ups of speakers need an unobstructed sightline; a single spare spot at the back of the room may not cover every filming requirement.
2. How will the speakers be lit?
Check whether stage lighting can be controlled separately from the room lighting. A window behind a speaker or a bright projection can make filming difficult. Discuss blinds and lighting for the actual time of your event, rather than judging only by the venue’s promotional photographs.
3. How will sound reach the recording and live stream?
Sound in the room and sound in a recording are separate tasks. Agree with the venue’s sound technician on how the audio feed will reach the video crew. Include not only the speakers’ microphones, but also audience questions and remote participants.
4. Is the internet connection suitable for live streaming?
Ask about a wired connection at the production desk, network access and an opportunity to test upload speed and stability. A promise of fast guest Wi-Fi is not a streaming test. Agree the required bandwidth and backup connection with the streaming crew based on your broadcast format.
5. How will presentations and videos be displayed?
Agree on computers, connectors, screen formats and audio playback for videos. If you are streaming, plan how slides will enter the broadcast: filming the room’s screen does not always produce legible text.
6. Where will the production team work?
Allow space for video switching, power distribution and cable routes. Ask whether you can bring an external crew, which equipment is included and whether connection or technical support fees apply.
7. Is there time for a technical rehearsal?
Schedule setup, sound and picture checks, remote speaker connections and pack-down as well as the event itself. A short technical rehearsal using the actual presentations helps catch problems before guests arrive.
In-person, recorded or hybrid?
In-person event: prioritise clear sightlines and sound. Recorded event: also plan camera positions, a clean audio feed and the final delivery format. Hybrid event: give dedicated attention to the remote audience, speaker connections, slides and live production.
For coverage of the full conference programme, explore our conference filming and live streaming services. For an event highlights film or live camera feeds on venue screens, see our event video production work.
A short enquiry you can send to a venue
We are planning a conference on [date] for [number] attendees. The format will include [presentations / panel discussions / remote speakers]. We need [session recordings / a live stream / a highlights film]. Please send a floor plan, a list of included equipment, your conditions for an external video crew, wired internet options, and available setup and rehearsal times. Which services carry additional charges?
Frequently asked questions
Are cameras and operators included in venue hire?
A projector and microphones do not necessarily mean filming is included. Request a specific equipment and staffing list, and confirm who will deliver the recordings afterwards.
Should we choose a venue before contacting a video crew?
You can contact us while you still have several options. A floor plan and event programme let us discuss cameras, screens and streaming requirements while the layout can still be adjusted.
Does Labas Krabas hire out conference venues?
This page is a venue selection guide. Contact the venue operator about room hire; speak with Labas Krabas about filming, live camera feeds for screens and streaming.
Already have a venue in mind?
Send us a venue link or floor plan, your event date, audience size and the result you want. We can discuss filming and streaming for your event and what needs to be agreed with the venue team.
Choosing the team after choosing the venue
Plan who will direct the cameras, venue screens and live stream. Our guide explains how to choose an event video production team and which questions to ask before comparing quotes.