Hosting a conference demands meticulous planning and preparation but it’s a great opportunity, especially for smaller and newer organisations, to really make a mark in the industry. It gives you the chance to network and engage with others in your field as well demonstrate your expertise and innovation to potential clients and consumers. The key to holding a successful business conference is to plan ahead and to always keep specific goals in mind.

First Steps

First and foremost, make a list of the outcomes you want the conference to achieve. This is probably one of the most important elements organisers need to consider as they brainstorm. Always keep your primary goals in mind as you consider these additional questions:

Who will be the main participants?
Will your conference include delegates from outside of the organisation?
What tasks will delegates be expected to perform and achieve?

You can then formulate the selection of appropriate topics and send out invitations to knowledgeable speakers and presenters.

Next– pick a great venue!

Once you have a great conference plan in mind, it’s time to take action. One of the key decisions you’ll need to make is to decide on a great conference venue. There are a number of points to keep in mind, as the choice of location can make or break your event.

Location Location Location – this is critical picking a great venue, especially if the conference will be held in an unfamiliar city. Check the proximity of the setting to local activities and services. Delegates will be looking to spend blocks of their personal time exploring the city instead of being cooped up in a hotel room. Meanwhile, if your conference is short, lasting no more than two days, a venue close to the airport could be ideal.

Amenities – the variety of Sydney conference venues range from hotels offering function rooms and facilities for small business meetings of four to lecture halls and theatres that will accommodate several hundred delegates. Think about technology and AV equipment. Are there data projection machines and audio-visual aids? Is there internet access?

Transport – if you’ll be hosting your event in the city, such as a Sydney CBD conference, check the accessibility of the venue from the airport as well as public transport availability and overall traffic conditions from main thoroughfares. Delegates should be able to reach the venue without needing a complex road map. If you think delegates will likely be driving to the conference hotel, check parking availability in and around the venue.