Planning a conference can feel like a big task. Thinking about your delegates, speakers and exhibitors is the first step to creating an event that people actually want to attend.
Plan Ahead
It’s possible to organise a conference in a few weeks, but venues, speakers and suppliers may already be booked, so giving yourself around six months to plan will make things easier. It gives you time to check details, solve problems early and promote the event properly. It also allows guests to save the date in their diaries.
Know Your Numbers
A conference for 200 people needs very different space and facilities than one for 400. Things like networking space, catering and parking can all affect how comfortable your guests feel. When choosing a hotel conference venue, like the examples seen here, //tewkesburypark.co.uk/business/, try to estimate your minimum and maximum numbers so the venue can stay flexible.
Set a Budget
Decide how much you can spend and stick to it. It helps to split the budget into sections such as venue, catering, equipment, marketing and speakers. Assign someone to manage each area so nothing is missed.
Check What’s Included
Some venues only charge for the room, while extras like Wi-Fi, AV equipment and staff may cost more. If you know this, it will help you avoid surprises later.
Create the Right Atmosphere
Think about the type of conference you’re organising. An academic event will feel different from a company away day or industry networking event. Choose speakers, venues and activities that match the tone you want.
