How to open the door to success with a business conference
Whether it’s your first or thirty-first experience of organising a business conference,
the best advice is to set down a few golden rules that need to be followed.
1. Research the company you will be working for.
2. Delve into the company philosophy.
3. Establish the objectives of the conference.
4. Discuss the clients expected outcome from the conference.
5. Get a clear idea of who, and how many people will be attending.
6. Establish whether hotel accommodation will be required for any or all delegates.
7. Agree the overall budget and what it is expected to cover.
8. Ask for examples of any previous conference held by the company.
Once these fundamentals have been clarified the logistical business of organising the conference can get underway.
• Start the whole process by creating and agreeing a theme or style for the conference.
• Explore a wide variety of venue options, based on the given budget, the numbers of delegates expected and any accommodation that may be required.
• Clarify the parking availability for all conference attendees.
• Ask for a list of all areas at the venue that can be made available for the conference.
• Ensure that wifi speeds and reliable connections are good throughout the venue.
• Check out the availability and standard of any AV equipment provided at each location.
• Ask if any unique facilities or entertainments are available for conference delegates.
• Check transport links to and from the venue and any connections to local towns or places of interest.
All of these points are fundamental in the process of organising a successful conference and it is essential that the organiser keep a checklist of all these items for easy reference and subsequent action.
Once a venue has be selected and a final date for the conference has been agreed by the management of the company commissioning you, the detailed programming of the event,
together with any pre-conference notification or advertising, should be put in hand.
It is very important that everyone expected to attend and especially anyone who is listed to take a leading role, in any way, during the conference must be made aware of what is expected of them and when.
Depending on the style, size, budget or scope of the event, most venues are happy to offer a variety of additional benefits in order to secure the business. It is their business after all that needs your business in order to succeed. Aneasy way to do all of this work is to hire a venue finder.
Some companies planning larger conferences with substantial budgets might choose to go to more exotic locations.
Many splendid holiday hotels and holiday clubs are keen to maximize the “off-season” periods of the year by providing exceptional value to large conference parties. They can provide many opportunities for team building events that make use of any sporting and
pleasure activities they may have on site.
Other venues may be close to areas or towns of special interest. Transport for visits to these locations by conference attendees can usually be easily arranged either by the hotel or with local bus and taxicab companies. They often become a memorable and appreciated element of the conference that helps to build better company loyalty and respect.
Other smaller events can also benefit from “out of season” hotel value. Whether it is for a one or multi day event, it is always good business to explore the added value options that any venue might be prepared to offer,
The ultimate success of any large or small event can often swing on the quality of the catering. The secret is not necessarily fine dining, but can be down to traditional dishes well presented and well cooked. Even a traditional English breakfast can make the day for the most hardened conference attendee.
Little things like the provision of snacks and liquid refreshments throughout the day or even during an interval between presentations can make all the difference. Breaks for a snacks and refreshment between presentations provides a chance for delegates to exchange ideas and reactions to the subject matter of the presentation, often developing
new thoughts and expanding fresh ideas from the floor of the meeting.
The suggestions and ideas outlined give a sound but basic approach to organising a conference. As with all things, experience is the sure and certain way to develop an ability to build a reputation as a successful conference organiser.
To find out more click and watch the video about Focus Venue Finders