Business conferences are a fantastic way to bring employees together to coordinate new strategies or to woo potential clients. Organising a successful conference takes careful planning, it is not as easy as scheduling a few speeches and presentations. In this article we will talk you through the key elements of a successful business conference.

conference

Little details like comfy seating can go a long way in keeping your attendees happy.

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Choosing the right venue

In order for your business conference to stand a chance at being successful you need to find a suitable venue. The venue you choose should provide all the necessities you need. First of all you will need to find out how many people will be attending the business conference so you can determine the size of the venue. It is important that the venue you choose is clean and professional looking as this will reflect well on your business. The venue for your business conference should be in a central location to make it fair to your attendees who may be travelling from all over the country. You should also make sure there are good local transport links as well as adequate parking.

Equipment and facilities

In order to run a successful business conference you will need equipment such as overhead projectors, big screens and a speedy internet connection in addition to the obvious things such as tables and chairs. Find out if the equipment is provided by the venue or whether you need to hire it yourself. Be sure to test equipment before the conference, as you do not want to find it is faulty on the day.

Most venues will have toilet facilities, but be sure to visit the venue beforehand to check that they are clean. You will also need to ensure that the venue has wheelchair access. Ramps and lifts are essentials and should not be compromised in your decision.

Refreshments

The type of refreshments you serve will depend on the type of business conference you are holding and how long you intend it to go on for. If you are simply having a half day conference for employees, a breakfast buffet may be adequate. However if you are holding an all-day conference for potential clients that you want to impress, you may want to put on a formal lunch, as well as morning and afternoon breaks for tea. Be sure to find out if the venue offers a catering service and to check that their menus provide vegetarian, vegan and other special dietary options.

conference luncheon

Having lunch on-site is a great way of encouraging participants to communicate and network.

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Sessions

It is essential to keep your audiences’ attention throughout your conference. The only way you can successfully do this is by making the sessions varied and interesting. A program that includes presentations, speeches, workshops and activities is going to interest your attendees far more than a lengthy day full of presentations. It is equally as important to make sure that your sessions are the right length. If they are too long you may risk boring your audience or find that people have to get up to use the toilet facilities which can distract others.

Conclusion

The key to a successful business conference is to find a central venue that can provide all of the equipment and facilities you require. Small details can make a big difference to the success of your conference so be sure to pay attention to detail. Even things like checking the seating is comfy, may go a long way in impressing your attendees. When planning your conference, pause for a few moments and think about what you would expect if you were a guest rather than the host. Although organising a conference is quite a big task, it does not have to be stressful. Plan well in advanced and keep your attendees’ needs and requirements in mind at all times and you are sure to have a successful day.

Image credits: zigazou76 & siebenthalercreative

About the Author

Tom is a passionate blogger and writer, his interests are in tech – he is very excited about the upcoming Apple iPhone launch and even considering going and joining those camping outside. When not being a geek Tom enjoys writing and working with great sites like Rabid Office Monkey.

 

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