Infographic: Your complete guide to organising a successful conference

Your Complete Guide to Organising a Successful Conference


From securing your designed location to creating the right impression, everything should be carefully organised to ensure your conference runs to plan.

Here’s &Meetings’ ultimate checklist to help you prepare for the big event.

The venue should be the first thing on your list, as it plays a major role in the overall success of your official gathering. When looking for a venue, make sure you look out for the following points:

  • Cost
  • Availability on the event date
  • Ambiance
  • Maximum occupancy
  • Amenities
  • Parking

A time estimate for each activity will help you to ensure that your set schedule is enough to cover the whole event. This should include allowances for technical glitches and other errors.

Here are some of the activities you may consider including in the programme:

  • Introduction
  • Workshops
  • Guest speaker lecture
  • Breaks
  • Closing statement

Effective advertising and marketing tactics should be employed. Various media channels can help to raise brand awareness, such as:

  • Traditional banners and posters
  • Digital sign displays
  • Flyers, brochures and catalogues
  • Social media postings

Guest speakers
If there is a need for a guest speaker and you are tasked to look for one, make sure they are suitable for your speaker, you should consider the following points:

  • Where will they be travelling from?
  • How knowledgeable is this person in your niche?
  • Will the speaker need special equipment?

At the very least, complimentary snacks and drinks should be provided for the attendees. You may also opt for gourmet catering to further satisfy their hunger. Things to consider include:

  • Does the menu accommodate special dietary requirements?
  • Will there be dessert? How about appetisers?
  • Does the venue have a kitchen where the food can be kept warm?

Transportation and lodgings
If your conference is scheduled to last for two to three days and attendees will eb travelling from afar, make sure there are plenty of nearby hotels and shuttle buses to take them to and from the venue. You can arrange the following:

  • Discount rates for attendees
  • Special accommodation for VIP attendees

&Meetings would love to be part of your successful meeting or event! To tick the most important thing off your list, simply browse through our first-rate training rooms in London. Perfectly equipped and ideally situated for conferences, meetings and training seminars of all shapes and sizes, please call 0800 073 0499 for more details on our venue offers.


Posted by Julie Tucker



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