CONFERENCE PLANNING – THE LOW DOWN

By Karen Tocher,
Business Tourism Manager of the Dundee & Angus Convention Bureau, Scotland

Anyone who has ever had to plan a large scale conference will be familiar with the headaches of event planning in the world of business. From catering to accommodation bookings and venue findings to sight selections, the list of items which needs to be organised can seem endless.

Every event organiser wants their day to go perfectly, and be remembered as one of the best events ever attended. Today’s business world exerts a greater pressure than ever to come up with the most innovative and original of events, the kind that will provide lasting impressions on delegates and attract repeat visits to a particular destination.

Trying to keep track of everything at once in the run up to the date is hard work however, and requires a great deal of forward planning and organisation.

Here are some of the key points to consider when planning a large scale conference.

RESEARCHING A VENUE
The best way in which to familiarise yourself with an unknown area is to visit the region and its various venues directly. Local convention bureaux are a good source of information on venues and facilities and will also provide venue finding services to suit individual requirements and budgets for your conference.

SELECTING SPEAKERS AND ENTERTAINMENT
Securing appropriate speakers for the event must be done well in advance and can be key to attracting the right kind of delegates. Entertainment is also important to consider, and can often be themed to suit the nature of the event or reflect the culture of the destination.

DESTINATION SITE INSPECTIONS AND VISITS
Arranging site visits at various conference venues and hotels prior to selecting a destination or venue to host your event is crucial, to ensure that you get a proper feel for the options available. It may even be advisable to organise further site visits once the booking has been finalised to ensure facilities will meet the event requirements.

CONFERENCE LUNCHES AND GALA DINNERS
Conference dinners are a vital part of a business event, and very often the first point of social contact for conference delegates, who may well have been talking business throughout the day until that point. The quality of the catering is a reflection of the event itself, so it is vital to opt for the best in the region, and conducting site visits and tasting trips is a must, to gauge the quality of environment, food and service, as well as securing information on availability and costs.

DELEGATE ACCOMMODATION BOOKING SERVICE
You will need to know the various accommodation requirements of your conference delegates well in advance of the date of the event, so that bookings can be secured in plenty of time. It’s a good idea to consider a wide range of establishments to cater for individual delegate needs. Most local convention bureaux will be able to provide an on-line accommodation booking service, removing concerns over block booking accommodation and cancellation charges.

FIELD TRIPS, TOURS AND SOCIAL PROGRAMMES
Social programmes are a great way for conference delegates to unwind after an intense day, get to know each other, and experience more of the destination. Offering a variety of social programmes as part of your overall event completes the package and ensures its appeal to a wide ranging delegate audience. Activities might include excursions to local heritage and visitor attractions, partner events, field trips, and pre or post conference tours, all of which play the all important part of making an event memorable. Local convention bureaux can supply itineraries and help with co-ordinating and arranging the social programmes.

TRANSPORT LINKS
Ensuring that delegates have detailed information on access to and from the destination will most definitely alleviate anxieties around travel for most delegates. If you don’t have an International airport on the doorstep of your chosen destination, providing delegates with a coach transfer service from an International Airport will certainly be welcomed. Additional information regarding access to and from the event each day from the hotels, including short journeys in taxis and buses, is key to the smooth running of your conference. Don’t forget to arrange transfers for your social programmes, evening activities and pre and post conference tours, all of which play an important part in increasing delegate numbers.