The key to a successful and stress free event is to plan well in advance and to involve the Norwich & Norfolk Conference Bureau from the beginning. The Conference Bureau can help you put together the key elements of your event, including venue finding, creating social and partner programmes and sourcing suppliers...and it wont cost you a penny.
Any event, large or small, takes a lot of planning and often the unexpected things are the most challenging. Here are some tips to help ensure success:
Any event, large or small, takes a lot of planning and often the unexpected things are the most challenging. Here are some tips to help ensure success:
VENUE Book your venue as soon as possible, especially if you are planning a large event as many large venues will be booked up to 2 years ahead.
During your venue visit, imagine you are the delegate and start in the car park, walk to reception/registration area, etc. This will allow you to get a feel for how the conference is going to flow and often highlights potential problem areas.
Check if other groups are using the venue at the same time. If they are going to be in adjacent rooms, check for sound proofing.
Ensure there will be a dedicated coordinator on hand during your event to support you.
ACCESSIBILITY Accessibility is crucial. If delegates will be arriving by public transport, make sure you have current timetables as this may affect your start and finish times.
If you have delegates with mobility problems, make sure the venue and social programme are suitable. Assess whether the venue has steep slopes, uneven surfaces, narrow corridors, enough lighting etc, which could pose a problem as well as making sure there are disabled facilities. Don't overlook the presenters: make sure there is access to the stage area for speakers with mobility difficulties.
CATERING One of the most commented on elements of a conference is the food, therefore it is vital the catering is good quality and offers the delegates a variety especially if your event runs more than one day.
For important dinners, ask the venue if you can sample the food before you commit to a menu. If you have a specific dish in mind and they dont have it on the menu options ask if they can do it as quite often venues are flexible and open to suggestions.
Make sure people with special dietary requirements can be accommodated and ask if they can label buffet food for vegetarian delegates.
AUDIO VISUAL Make sure the sightlines are satisfactory for Powerpoint presentations and encourage your speakers to load their presentations on one laptop in advance.
For important events ensure a dedicated AV technician will be on hand to make sure the programme and equipment run smoothly.
EVENT Be sure of your dates. First book the guest speaker then confirm dates with the venue.
If you are offering partner or social programmes, make sure you allow enough time and have wet weather alternatives. If dinner will follow on from an activity give delegates ample time to freshen up.
If delegates from outside the area are attending, work with the bureau to build pre- and post-visit ideas. Or offer links to important websites such as Norfolk Tourism and VisitNorwich both offer a comprehensive guide to what there is to see and do in Norfolk and Norwich.
