A Guide for Planning Your Conference

A conference is not only a showcase for your organisation, but also a tremendously important occasion for you, the person who’s responsible for putting it together. So you will want to do everything possible to ensure your event goes off smoothly and without a hitch. To make certain that happens, finding the right venue is absolutely crucial for success. Get that wrong, and not only will you create a poor impression with delegates and attendees, but actually arranging the conference in the first place becomes much more difficult. So here are seven tips to help you choose a venue that is right for your needs. Location Look for a venue in a good location, with good transport links. If the venue is easy to reach, people won't be put off by potential travel issues and more potential attendees are likely to turn up for your event. Size Check that the venue is large enough for your needs, not just in terms of space for the main events, but also smaller rooms that can be used for fringe meetings and breakout sessions. Is there also an area where delegates can relax together away from mainstream sessions? Facilities & Technology Be certain that modern and up-to-the-minute facilities and equipment are available. While some speakers may be happy with a simple white board or overhead projector, others may expect the latest audio-visual and computer enhancements to put their message across. Check in advance what they will require and, whatever they need, always make sure beforehand that everything is available and in good working order. Accommodation If delegates and speakers are coming from a distance, it makes sense to accommodate them at the venue. This means they can relax, and don't have to worry about getting to the right place on time because they are already there. So conference venues that also offer accommodation and food are a major plus for any organiser. Experience Particularly if you are putting on a large event, look for a venue that has experience of managing conferences effectively. Their background knowledge will help you avoid any pitfalls you might otherwise miss. Dedicated Conference Team Look for a venue with a dedicated conference team who can look after you from the start, from pre-planning right through to helping you manage the conference itself. This will make your life much easier than having to re-explain things to different people, or trying to track down staff who are so busy doing everything that they never get back to you. Finally, if you have a successful event at a venue one year, consider going back there for your next event. This will allow you to build on what you have learned in the past, rather than having to go through a fresh learning curve at a different venue. This should make putting on your next conference simpler, quicker and much less stressful. And delegates who have already had an enjoyable experience will be more inclined to attend next time.