Conference Planning Process and Event Planning Tips
Organisation and preparation are essential when planning a business meeting or event. You have to cover all the basics, from reviewing the content of the meeting to accommodating the attendees.
How to Plan a Conference
Planning business meetings and events requires multitasking skills and ingenuity. To succeed, you need to know the necessary details of the meeting or activity you are planning to help you organise the flow of the day. Here's our meeting and conference planning checklist, including our top tips or points to consider when planning an event.
Budget
How much have you got to spend, per person or in total? Will you be selling tickets for people to attend, if so how much profit do you need to make per person? This will be a significant factor in your decision on the following points.
Size of the venue
How many delegates do you envisage attending your event? This will be one of the first questions asked by potential venues, as they will need to consider if they are big enough to host or what boardroom or event suite would be best.
Event set-up
The way the room is set up will also be an important piece of information for your venue. How do you envisage the guests interacting and sitting on the day? Cabaret-style is generally most popular, this is when you sit on round tables. Other setups include theatre-style when chairs are set out in rows, boardroom where everyone is sat around one large table, or classroom where each delegate will sit in rows behind a desk.
Food and drink
It is essential to consider your guests needs when planning a successful conference or event. Is the event likely to be an all-day affair or for a few hours? It is expected that guests will be looking for refreshments when they arrive, so having tea, coffee and perhaps smoothies or juice is a good idea to start.
Consider snacks or biscuits for breaks, with further drinks as well as lunch options. Depending on the formality of the event, you may choose sandwiches and cakes or a hot or cold buffet, or even a sit-down meal for lunch.
Most importantly, is to get your guests dietary requirements. The venue will need to know if there are any vegetarians, vegans or medical food allergies that have to be considered. This will also mean that they will have their needs met and there will not be a wait for food on the day.
Agenda
Make sure meeting objectives are clear and concise. You will also need to make sure that there are approximate timings to your day, as this will need to fit around the delegates schedules and the venue – as they will need to organise their front of house and kitchen staff around your timings.
Hotel rooms
Will your guests, or speakers be coming from further afield? Hosting an event at a hotel will enable your guest to access discounted bedroom rates meaning they are on-site and do not have to worry about travelling or heavy traffic. Breakfast is something that can also be included for the following morning, so you can wave them off in the morning knowing they are set up for the rest of the day.
Get some support on the day
Especially if it is a large conference or event, it is a good idea to be at the venue 30 minutes or more before the first delegates arrive, to make sure that the room set up is to your liking and any audio-visual equipment works. It is an excellent opportunity to meet the conference team who will be looking after you on the day, so you know who you need to speak to if you have any additional needs. You may need to ask a colleague to support you with this, so someone is free to meet and greet guests too.
Other things to consider
Does your venue have car parking, or is it on the local public transport routes? It would be unfortunate if those who need to be there cannot get there.
Do the meeting rooms have lots of natural daylight? Dark rooms can make people zone out or get sleepy. Plan regular intervals so delegates can get some fresh air or take a comfort break.
Items needed for a conference: will your guests need to take notes? Do you need to supply notepads and pens, or is this included by the venue in the delegate rate? You should also consider if you need a flip chart and pens if your guests are brainstorming.
What other equipment and technology do you need? If your delegates are presenting live, how are they doing this? Do you need a screen and projector or a TV screen to hook a laptop up to? Does the venue have these already, or do they need to be hired? Also, considering the size of the event, do keynote speakers need a microphone, which will also mean a PA system will be required?
How can Future Inns help plan your event?
Future Inns are superbly equipped to host your next meeting or conference and have various event suites depending on your delegate specifications. Our Event Planners can advise on maximum delegate numbers, room configurations, explain food and drink set-ups.
Our meeting rooms feature free WiFi, data projection, flipchart and pens, temperature control and blackout facilities. There is ample free car parking* available on-site, along with three large coach bays*.
Save time, and let us help you with your event planning today!
* Not available at Future Inn Bristol
Contact Future Inns
Whatever your industry, contact a member of our Events Team today to discuss facilitating a professional and worry-free experience for you as an organiser and all of your delegates.
Future Inn Bristol
Future Inn Bristol is superbly equipped to host your next meeting or conference. All meeting rooms and event suites are on the impressive 6th floor. It is an excellent choice for both business and leisure events, and the rooftop balcony offers some of the best views of Bristol City Centre.
There are six event spaces, ranging in capacity up to 300 delegates, available per hour, half-day, full-day or evenings. All with generous amounts of natural daylight and views over Bristol city centre. There’s also complimentary WiFi, LCD projector, flipcharts and pens, temperature control and blackout facilities.
Bristol
Future Inn Cardiff
Future Inn Cardiff is superbly equipped to host your next meeting or conference. With its easy-to-reach location, it’s the perfect venue for business. With several helpful meeting packages priced per person, Future Inns offers everything needed for a successful event while providing excellent value for money.
The flexible meeting rooms, event space, and breakout areas will accommodate all your needs. Eight meeting rooms are available, ranging in capacity up to 210 delegates (300 for an exhibition).
Cardiff
Future Inn Plymouth
Future Inn Plymouth offers a versatile and welcoming space for conferences, meetings, and events, with flexible rooms and modern facilities to suit gatherings of all sizes.
Eight fully equipped modern meeting and private event suites are on the ground floor, making it accessible with large doors and wide corridors. Delegate packages need everything you need, including natural daylight, free WiFi, data projection, flipchart and pens, temperature control and blackout facilities.
Plymouth
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