A Guide To Planning a Conference

by Guest - 12th September 17

Guest Blog Post By: Claire Hough, Conference Coordinator 

Planning a conference is exciting but can also be a daunting task, however it doesn’t have to be, with the help of a Conference Coordinator and a great venue!

There are some frequent questions that we get asked from our delegates, so we’ve pulled together a little
list of things to consider when booking a venue for a meeting or conference.

Conference exterior

Selecting that all-important venue

The venue is a big decision. Does it tick all your boxes?  Think about the location; is it accessible for all guests? Does it have good road links and public transport close by? Can the venue offer complimentary car parking on site?

Will the venue WOW my team? The venue that’s right for your conference should be able to tick all your boxes!


Getting the right package

You want to fit your budget and meet your requirements, you shouldn’t need to compromise. Think about if the package offers value for money; are you getting the best for your budget? Are there any alternative packages with extras that will really wow your delegates? Packages can be amended to suit specific requirements, so look for a flexible venue that makes your needs a priority.

Conference food

Clarity and transparency

Has your venue told you everything? Make a list of questions for the venue, so you can have access to all the information you need. Think about what size of suite you require (not just for the number of people but for anything special you plan to do too!) is the space adequate for the purpose of the meeting? Does the venue provide AV equipment and anything else that you may want for the day? Is parking onsite and close by? Is there a point of contact throughout in case you have any queries? A good venue should be able to answer all your questions and leave little room for confusion!
Executive Conference Room

Top tips to remember!

  • Delegates love food! Choose a venue with a great range of dishes!
  • Air conditioning is a great asset – controlling the room temperature keeps delegates attention on the content of your conference, rather than if they are feeling too hot or too cold
  • Look for natural light – keep your delegates alert and on form
  • The easier it is to find, the less likely the delegates are to be late! To ensure you have a smooth running conference from the start provide delegates with a map detailing the location or choose somewhere that is close to motorway links or public transport.
  • Cost is an essential factor, but value is more important
  • Never be afraid to ask too many questions! You may have planned many meetings before, or you may be planning for the first time, each venue is different, so all questions need to be answered.
  • Be creative – do something different or unique and make it a conference to remember!

Conference food

Ribby Hall Village


Looking for the perfect purpose built conference and training venue to hire or rent? To find out more, simply click here.


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