Five key considerations when organising a business conference

The funny thing about a successful business conference is that while it takes precise, advanced planning, it appears effortless to the attendees. 

Whatever the purpose of the event, you want it to be memorable for the right reasons. This means there are many considerations, some of which are not immediately obvious, so I thought I would share five aspects of planning that are integral to an event leaving a lasting impression on your audience.

1)    Venue

Arguably the most important factor, a venue can make or break a business event. Consider the number of attendees and how a seating plan will work in a room; venues may already have room plans that they use for events that can be adapted depending on requirements. Also, it sounds obvious, but visit venues to ensure they are suitable for purpose and bear in mind there will likely be high demand for the space during peak seasons.

2)    Lighting

When visiting the venue, it is an opportunity to check out the lighting and decide whether it is sufficient or if additional lighting is necessary. Lighting has a huge impact on the atmosphere of a room, and spotlights can provide emphasis when showcasing products or drawing attention to speakers.

3)    Catering

Where food and refreshments are concerned, I would recommend in-house catering for events if the venue offers the service. From my experience, proceedings run more smoothly, and outsourcing caterers tends to be costly.

4)    Speakers

If multiple people are speaking, aim to have topics lead into one another where possible to create a natural flow. In addition, coordinate the timing of speakers to maintain audience engagement and consider where best to place intervals for food and refreshments.

5)    Timing

On the subject of timing, try to keep segments short. Research has shown the average British person has an average attention span of just 14 minutes, so it is important to not overload the audience with information. Also, planning a strict schedule means that speakers will not overrun, and the event won’t be too long.

As a bonus tip, I cannot stress the importance of keeping everyone that is involved in the loop, no matter how small their role. Taking this and the above into consideration makes organising a business conference much more manageable.

Riverside offers unique event space and is based on the banks of the River Avon in Shakespeare’s birthplace, Stratford-upon-Avon, Warwickshire. Visitors can escape the hustle and bustle and take in the beautiful Warwickshire countryside whilst experiencing great hospitality.

To find out more, visit www.riversidestratford.co.uk or drop me an email on brian@riversidestratford.co.uk.