Venue Booked - Now Plan a Mem­o­rable Con­fer­ence

NZ Business - - SNIPPETS - www.her­itage­ho­tels.co.nz/con­fer­ences Shel­leyE@her­itage­ho­tels.co.nz

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.

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