Planning a conference can be a daunting experience. You need to ensure that all delegates have suitable accommodation, that you have made all necessary travel arrangements and that you remember that you will need food and beverages throughout the event. For some people planning a conference is scary, there are so many amazing venues to choose from and you want to make sure you make the right decision to impress delegates and help them keep coming back for future conferences.

The first thing to do when it comes to planning any conference is to plan well in advance. You need to make sure you have everything organized, booked and paid for and you also need to make sure you give delegates plenty of time to plan their time to attend the event. In order to have good attendance, you should provide potential delegates with the relevant information a couple of months before the conference date, so they can schedule, confirm and reserve their place.

The next factor to consider when planning a conference is the location. You can choose a hotel in the heart of the city, or you can choose a bustling business district, such as Canary Wharf, where delegates can still enjoy excellent restaurants, bars and shops when they have free time during the event.

Look at the facilities that the hotel has to offer. Do you offer conference or meeting facilities? How about a restaurant? Do you provide catering on site so I know delegates will get the meals they deserve? These are important factors, because if you can have everything under one roof, you can save yourself a lot of time and frustration. The hotel will have an experienced team of waiters who can work with the kitchen team to ensure that food is ready and presented on time and with complete ease. Some hotels will offer a package price based on the type of services you’re looking for, which can help you give your delegates a five-star experience at a price you can afford.

The next step is to focus on the accommodation provided and how many rooms are available. Depending on the number of delegates you’re expecting, this could be a major deciding factor in which five-star hotel to use for your next conference. Make sure the hotel can provide good quality accommodation so your delegates can get a good night’s rest with all the luxury and comfort they need to help them wake up refreshed and ready to enjoy the conference.

Focus on adding a few activities to the mix. You can’t expect your delegates to be stuck in the hotel day and night, enjoying the conference and then having dinner. You’ll want to set up some form of entertainment, whether it’s having music while you eat or setting up some sightseeing experiences during your stay so you can explore the city and all it has to offer.

Remember that in addition to the venue, accommodation and catering for a conference, you also need to put a lot of focus on the speakers you will be inviting. Make a list of relevant and interesting speakers that you know will add value to your delegates’ experience. Be sure to remember to include hotel accommodation for your speakers, so they are also comfortable and able to enjoy the experience.

The final tip for planning a conference is to set a budget and stick to it. You should start with a budget that you know you need to work on, and then make sure the hotel also has an idea of ​​how much you can spend, to ensure you don’t go over budget in the future.