Many assume that planning a successful conference will take a tremendous amount of time and effort, and while there is some work required, it is achievable. Especially if coordinated well in advance and not merely a few weeks beforehand. The one key factor of any triumphant gathering is the venue and in this case the conference venue itself. Whereas some may conclude planning as a demanding task for proper execution on the day, these are some useful tips that can assist every event manager regardless of the size of the conference.
The Maritime Room has assembled a helpful guide to support you on your planning process to ensure a successful conference.
1) Identify The Objectives To Implement
Any conference held is done so to achieve an objective. Be it a product launch, a team-building initiative or a business update – there are objectives every corporation will aim to achieve. By identifying the objectives your business wants to meet, you can develop the theme and setting for the conference. It sets the tone, facilities required and creates cohesiveness from the message to the surroundings. From here, one can start focusing on the formality of the conference, placement of attendees and space required to hold the event.
2) Confirm The Date Internally
Ideally, conferences should be planned at least a year in advance, but sometimes an expeditated process needs to take place due to unforeseen circumstances. You must confirm the date internally multiple times, to help you find a suitable venue in time. This also allows you to visit more venues, instead of settling on the first one available. Remember to take into consideration other major events that take place in the city around the same time as your conference and try to book for a work week rather than a weekend to encourage attendance.
3) Secure The Conference Venue
With the date confirmed, one can start searching for a conference venue. Factor in the number of attendees, as this will determine the size of space required. Location and facilities are also important, a venue that is located favourably near accommodation and restaurants will fare well with guests. Facilities need to include smoke or break rooms, sufficient bathrooms and additional amenities such as Wi-Fi are always a win. Finally, determine the catering for the conference, most independent venues such as The Maritime Room offer world-class catering customizable to your requirements.
Always do several walk-through’s leading up to the conference to ensure you are paying for what you requested. It’s essential to also speak to conference venue management prior to the day, establishing an understanding of how to manage any unexpected issues on the day. This makes sure you are well-prepared and ready to hold your conference. The Maritime Room offers spectacular views, high-quality facilities and a wide offering of conference spaces to assist you in planning an event to remember – contact us today for more information.