Behind the scenes at your conference
Behind the scenes at your conference
Behind the scenes at your conference
Conferences create a great setting to discuss new ideas, entertain and network, so one that is well organised can make your company memorable to new or existing clients and fellow colleagues. Part of organising your conference and picking a suitable venue involves having an understanding of what goes on behind the scenes.
Seating requirements
The staff at your chosen venue will be partly or solely responsible for setting up important features of your conference, such as seating and layout of equipment. It is best to discuss requirements like the seating plan with the venue at an early stage, so they can accommodate all of your party well in advance. You might also want staff on hand to direct your guests to the location of the conference, if you are holding it at a particularly large venue such as a university for example.
Catering staff
Catering is also something you will want to consider. Large conference venues usually have catering facilities and kitchen staff. Whether you want to provide lights snacks for attendees or a sit-down meal and drinks reception, your venue should have the capacity and facilities to provide this.
It is probably a more cost effective option than taking delegates to a restaurant, particularly if your venue offers an all-round conference package. These lunch and dinner intervals also serve as a valuable break for your guests, giving them an opportunity to relax and network. There may also be entertainment facilities at your chosen venue, which could be worth researching with the venue host.
Technological requirements
Conferences today are much more varied and go beyond just a programme of speakers, which is why you should research in advance whether your venue is able to meet the technological requirements of any presentations or audiovisuals that will be used at the event.
You may need lecterns, overhead projectors, data projectors, LCD projectors, slide projectors, equipment necessary for rear projection and multi-image dissolve programming, video recorders, screens, flipcharts, easels, whiteboards, wireless internet access, as well as technology for hearing aid users.
If the venue does not hold a particular type of equipment, some do make arrangements to fulfil any special requests.
Accommodation for conference delegates
If your conference is to last more than a day, the location of your venue should have accommodation nearby. Some venues, such as universities, can provide convenient accommodation on site. Numbers should be established well in advance in order to book early and avoid disappointment.
You should also consider taking out cancellation insurance, which can provide cover for what could be an expensive loss if circumstances change.
It is never too early to start planning ahead. Visit the planned venue and meet with the staff who will be working in the background to make your conference run smoothly. Organisation and communication will lead to a conference without any teething problems.
Evaluating after your event can give you pointers on what to tweak the next time you hold a conference. Be sure to get feedback from your delegates and from your venue to pick up on features that were enjoyed and those that can be improved.
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