Planning business meetings and events require multitasking skills and ingenuity. To succeed, you need to know the necessary details of the meeting or activity you are planning to help you organise the flow of the day. Here are our top tips or points to consider when planning a conference, meeting or event?

Budget

How much have you got to spend, per person or in total? Will you be selling tickets for people to attend, if so how much profit do you need to make per person? This will be a significant factor in your decision on the following points.

Size of the venue

How many delegates to you envisage attending your event? This will be one of the first questions asked by potential venues, as they will need to consider if they are big enough to host or what boardroom or event suite would be best.

Event set-up

The way the room is set up will also be an important piece of information for your venue. How do you envisage the guests interacting and sitting on the day? Cabaret-style is generally most popular, this is when you sit on round tables. Other setups include theatre-style when chairs are set out in rows, boardroom where everyone is sat around one large table, or classroom where each delegate will sit in rows behind a desk.

Food and drink

It is essential to consider your guests needs when planning a conference or event. Is the event likely to be an all-day affair or for a few hours? It is expected that guests will be looking for refreshments when they arrive, so having tea, coffee and perhaps smoothies or juice is a good idea to start.

Consider snacks or biscuits for breaks, with further drinks as well as lunch options. Depending on the formality of the event, you may choose sandwiches and cakes or a hot or cold buffet, or even a sit-down meal for lunch. 

Most importantly, is to get your guests dietary requirements. The venue will need to know if there are any vegetarians, vegans or medical food allergies that have to be considered. This will also mean that they will have their needs met and there will not be a wait for food on the day.

Agenda

Make sure meeting objectives are clear and concise. You will also need to make sure that there are approximate timings to your day, as this will need to fit around the delegates schedules and the venue – as they will need to organise their front of house and kitchen staff around your timings. 

Hotel rooms

Will your guests, or speakers be coming from further afield? Hosting an event at a hotel will enable your guest to access discounted bedroom rates meaning they are on-site and do not have to worry about travelling or heavy traffic. Breakfast is something that can also be included for the following morning, so you can wave them off in the morning knowing they are set up for the rest of the day.

Get some support on the day

Especially if it is a large conference or event, it is a good idea to be at the venue 30 minutes or more before the first delegates arrive, to make sure that the room set up is to your liking and any audio-visual equipment works. It is an excellent opportunity to meet the conference team who will be looking after you on the day, so you know who you need to speak to if you have any additional needs. You may need to ask a colleague to support you with this, so someone is free to meet and greet guests too. 

Other things to consider

Does your venue have car parking, or is it on the local public transport routes? It would be unfortunate if those who need to be there cannot get there. 

Do the meeting rooms have lots of natural daylight? Dark rooms can make people zone out or get sleepy. Plan regular intervals so delegates can get some fresh air or take a comfort break. 

Will your guests need to take notes? Do you need to supply notepads and pens, or is this included by the venue in the delegate rate? You should also consider if you need a flip chart and pens if your guests are brainstorming. 

What other equipment do you need? If your delegates are presenting, how are they doing this? Do you need a screen and projector, or a TV screen to hook a laptop up too? Does the venue have these already or do they need to be hired? Also, consider the size of the event, do speakers need a microphone, which will also mean a PA system will be required. 

Events at Future Inn Bristol

Future Inn Bristol is superbly equipped to host your next event, convention or exhibition with six meeting rooms, ranging in capacities up to 280 delegates. All of the function suites are on the top floor access and have some of the best views of Cabot Circus and Bristol City Centre. Guests can enjoy free public Wi-Fi and for those staying overnight free car parking is an added perk.

If you would like to know more, you can direct your enquiry to meetings.bristol@futureinns.co.uk or call 0117 304 1010.

Events at Future Inn Cardiff

Future Inn Cardiff Bay is superbly equipped to host your next event, conference or exhibition with eight meeting rooms, ranging in capacities up to 210 delegates. All function suites are on the ground floor, making it accessible for all. Guests can enjoy free public WiFi and free car parking with two large coach bays.

If you would like to know more, you can direct your enquiry to meetings.cardiff@futureinns.co.uk or call 02920 487111.

Events at Future Inn Plymouth

Future Inn Plymouth is superbly equipped to host your next event, convention or exhibition with seven meeting rooms, ranging in capacities up to 300 delegates. All of the function suites are on the ground floor and guests can enjoy free public Wi-Fi, and free car parking is available onsite along with three large coach bays.

If you would like to know more, you can direct your enquiry to meetings.plymouth@futureinns.co.uk or call 01752 701000.

Future Inns are taking part in the online blog and article posting challenge #Blogtober which means we will be posting a different news article every day, creating new and exciting content for you to read throughout October.  Did you know? Every day between two and four million blogs are written, as well as a whole host of news stories, articles, reviews and interviews.