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How to Organise a Productive Conference

30 Aug 19 By: Lene McGuinness

Organising a conference that is both productive and successful can not only be difficult but nerve wracking, too! However, if you’re prepared and have planned appropriately, you needn’t worry. From delegates to contractors and speakers, we’re here to help you accommodate everyone and make sure the event is a real success.

Plan Ahead

It sounds obvious but getting prepped well ahead of time is essential. Even if you’re not running a large conference, there are many components to a successful conference which need planning in advance, leaving time for fine tuning in the later stages. Planning around six months in advance allows for adjustments, especially if the unexpected happens, such as a caterer pulling out last minute.

Set a Realistic Budget

Budgeting appropriately will help to manage expectations on both ends. Coming up with a few budget plans will help you to define exactly what is needed to make your conference great and filter out any unnecessary components. Do you really need that super expensive catering option, or will your guests appreciate a more traditional spread vs. small, fancy canapes? Depending on your target audience, you can adjust these things accordingly.

Location, Location, Location

Your event space will help to set the tone of your conference and wow guests from the moment they step foot in the door. Ensure that the venue is easily accessible, well connected with public transport links and, if the conference is to last a couple of days, make sure there are a wide choice of hotels and restaurants in the area.

Spend on Sound

There’s nothing worse than dodgy sound at a conference. Although you may be able to hear everything clearly at the front, those paying guests at the back may not be having the same experience. Scrimping on the sound system can severely impact the conference experience, so make sure you are investing in a great sound system that will keep everyone involved and engaged.

Don’t forget, if you are hosting a conference big or small, you may need to hire furniture, glasses, catering equipment, tableware and more. Take a look at our selection of furniture and glassware or get inspired with our guide on business networking event ideas.

Contact Allens Hire for all your event hire needs.