Business conference checklist

When you’re planning a business conference, seminar or workshop, the venue will be crucial to the ultimate success of the event.

So here is a short checklist of items you are likely to want to discuss when talking to a conference venue about your event:

‘Chairing’ the meeting: seating plans

Conferences often involve long periods of sitting in one position, so ensuring delegates are seated comfortably should be a top priority. Make sure the venue offers flexible seating plans, so seating can be laid out to fit your specific needs. If your delegates need to stretch their legs, it’s always a good idea to have a venue that offers indoor and outdoor spaces. A garden or conservatory is much better than a car park for relaxation purposes!

Projecting the right image: projectors, equipment and technical set-up

If your conference requires a projector and screen for presentations, most conference venues will provide these and will set them up for you so that you have one less thing to worry about. Many meeting rooms have plain walls so, in some cases, you will not need to hire a screen. It is worth finding out whether facilities such as flip charts and Wi-Fi are available and if there will be an additional charge.

Parking clever: parking for your delegates

Location is probably the most important element when choosing a business conference venue. It’s worth finding out whether the venue is easily accessible for drivers and for those using public transport. For delegates arriving by car, check with the venue that they will be able to park in a safe location at or near the venue. It’s an added bonus if parking is free. However, if it is not, then a negotiated reduced rate helps keep delegates feeling cared for. A nice touch is if a host can greet arriving delegates in the car park, direct them to parking spaces and then to the conference entrance.

Watching what you eat: catering your conference

Lunchtime can make or break a conference day. Choose a light finger buffet to keep lunch down to 45 minutes or a sit down meal if a more substantial or formal lunch is called for. A sit down lunch should be completed in the same time as a finger buffet as long as the venue is prepared and is keeping to time. If lunch or dinner is included in your event it is essential that your delegates are given the opportunity to tell you of any dietary requirements. Most venues will do their best to cater for these within the same budget as long as they are aware in advance.

Welcoming them with open arms: greeting and registration

Every good conference begins with a warm welcome. When viewing your venue take notice of the welcome you are given at your initial enquiry and how you were made to feel. This should then give a good indication of how your event will subsequently be handled.

Located near Bristol close to the M4 / M5 Alveston House Hotel offers excellent conference facilities and we will do our utmost to satisfy all of your business needs while you are with us. For more information call Carole Topping, our conference coordinator on 01454 415 050.

“Just wanted to feedback that both of our interviewers have commented on how lovely the venue for today’s interviews was and also how good the service.
People are far too quick to complain these days, and rarely take a minute to compliment, even when it is well deserved… So a big thank you to you and your team for making our day less stressful.”

Lisa Watkiss – Helping Hands.co.uk