Top Tips For Planning A Meeting Or Conference
Whether it's the first time you've planned an event or the 100th, one thing never changes: You want your event planning and everything related to it to work out perfectly. That's also what we want, so we've put together some top tips to ensure your event is a success.
- Identify possible dates
When defining the date for your conference or meeting it is helpful to have several possible dates in mind. Sometimes your preferred location will not be available on your preferred date so you may have to switch to another date.
- Determine your conference or meeting objectives
What does it need to accomplish? Who has to attend? What should attendees take away at the end? Based on these objectives, you can then consider appropriate locations and hotel types. Consider services and travel requirements, for example, an airport hotel may be convenient but a city centre location might have a more appropriate ambience.
- Calculate your budget
What will be the cost of your event . . . room hire, food and beverages, AV equipment hire, accommodation?
It is worth noting that for full-day events where a number of servings of refreshments will be required and lunch for each delegate then opting for an 'all inclusive' Daily Delegate Rate may be more economical.
Location is a key factor when determining your budget too. Meeting rooms and conference venues in London, for example, are charged at a premium with venues around the rest of the country significantly less - presuming travel doesn't outweigh the savings, of course.
- Finding and choosing the right conference venue
Choose the conference venue to match your needs. If you want creativity, interactivity and an alert audience, then choose somewhere that reflects this energy. A hotel with conference or meeting rooms is a good choice as it provides staff and a good infrastructure. For large scale events, a site visit is essential to avoid unpleasant surprises afterwards.
You will also need to consider your room layout. This will ensure that the venue offers the most appropriate room to meet your requirements.
Travel is an important factor here too. Free parking is a huge bonus at city centre locations, as are venues close to regular train links or airports if delegates are coming from further afield.
- Signing the contract
Regardless of the size of your event, conference venues will issue a contract for your approval. This will also include the terms and conditions associated with the event. Be sure to check crucial details like minimum, chargeable, numbers and, of course, the cancellation policy.
Planning a conference or meeting can be time consuming, that's where Booking Partners can help. Whether you are planning to hold a single meeting, a series of training courses or the annual sales conference, we'll work with you to find the right venue for your conference or meeting.
- Source appropriate venue options based on your requirements.
- Negotiate with each venue to ensure you get the best possible price.
- Liaise with the venue on your behalf with regard to set up, timings and lunch, refreshment and AV requirements.
- Check the contract prior to your approval.
- Arrange any accommodation requirements for your delegates.
Whatever your conference or meeting room need, we can help - simply let us know your requirements and budget and we will do the rest.