Venue Booked - Now Plan a Memorable Conference
Once you have booked your conference venue, the next stage of your planning is the conference run sheet. A template can be supplied by your venue but you will need to make some decisions on the setups and programme to complete this.
Room Layout is a critical first decision. Different room setups support different conferences; training is most effective setup as classroom or U shape seating and tables, team briefings operate better with a hollow square/boardroom or horseshoe setup, dinner events call for banquet or cabaret style seating with optional space for a stage.
Audio Visual (AV) has the ability to give your event the wow factor you’re looking for, it is also a factor that can delay everything on the day if not preplanned. Talk with your venue about using their on-site AV technician to ensure you get the seamless cut-through you are looking for.
Food at conferences is always a talking point. Make catering choices which will surprise and delight delegates at your event, while being aware of any allergies, lifestyle choices or dietary requirements they may have. Did you know that there are at least 15 common dietary needs to be aware of and cater for? Your venue will be the expert to trust.
Activities during your conference are a way to re-engage your delegates and your venue can offer a huge range of activities and providers to support your event. These can range from team challenges like amazing races, archery, zip-lining, wine tasting, cocktail making lessons or a special high-tea. Ensure you know your delegates and choose activities to cover their range of ages, interests and purpose of the time-out. Using a supplier for your activities will also take the pressure off you, as the conference organiser, for an hour or two. Use your venue contact to help you with recommendations and decision making. Ask about extra services like in-house AV or if they will work with outside suppliers to accommodate your needs. Make sure you take the time to plan your run sheet for a successful conference.