The Devil Is In The Detail: Making Your Conference A Success Created on 29/07/2011 14:28:00
As any conference organiser knows, an event of whatever magnitude is about so much more than simply booking a venue, it is about making it a memorable, enjoyable, informative and successful event.
Whether it is being arranged by an employee or engaging the services of a specialist event management company that manages and delivers your event, the end goal remains the same.
The initial list of requirements whoever is responsible will look pretty similar: budgeting, venue selection, registration, accommodation, catering, content, marketing and delivery. It is important that the organiser is fully briefed on the objective and content of the event, to ensure that it has the desired impact whether that be sales, incentives, product launches or training/information etc.
Conferences, congresses, incentives, symposium and meetings, they all have one thing in common: the participants want to gain information and broaden their experience. So that participants can engage in a beneficial dialogue, it is very important to create an ideal setting and often this is determined by the location.
Everywhere from hotels to halls, universities to assembly rooms, the list of venue options across the country is endless and as an event planner, you know that finding a suitable location influences the success of the entire event.
One venue on the South Coast is at Langstone Technology Park where they have a 200-seater auditorium at the business park, located just off the A27. This destination is easy to get to from neighbouring counties and is a mere 62 miles from central London. There is an experienced onsite conference team that will ensure the logistics, catering and final delivery on the day is covered. There are also many break-out or smaller meeting rooms that can also be booked as part of your event for additional sessions or speakers. They can even accommodate exhibitions and evening functions.
The devil as the say is in the detail and as organiser you need to be fully aware of transport links, facilities onsite, catering, local hotels and amenities and any factors like external events that may affect delegates or their ability to reach the venue. The best way to define the value of an event for the venue is to evaluate past events so feedback is vital. Venues should want to know if you have held this event before, and how many people actually attended, so they can confidently block off rooms and space for your group and you will not be let down on the day.
Other things to consider would include audio and video capability, lighting and furniture – so you can get the most impact. It is also worth checking that whatever equipment you intend to bring is compatible.
Catering is always important and if it is substandard can really bring down delegate feedback. The organiser should ensure that the catering team know any dietary requirements or special requests in advance. From working breakfasts through to drinks and canapés, the Langstone Technology Park has delivered a range of events and experiences for delegates. The Havant office space provider has an onsite restaurant serving freshly prepared fayre daily so conference delegates can be assured of good food all the way. They are very flexible and have a range of standard conferencing options – but if you want something special, just ask!
Conference organisation is no mean feat that is for sure. Budget and location are paramount when searching for a venue and the facilities, capabilities and going that extra mile could be the key to making that booking. Often you can pay a premium to hire a hotel where you never us the facilities, for example, how often to day-delegates use a hotel pool? So why not consider alternative options such as Langstone Technology Park which is especially good for a business event in a business environment – but has an excellent track record in delivering exceptional quality events, great food and value for money.