If you’re about to plan a conference and you’re wondering where to start, we’ve got you covered. Corporate conference planning can take a lot of time, but by following a few steps, you can ensure you’ve got everything you need for it to go well. It’s really important to get face-to-face with your team and clients, so no matter how large your conference may be, the following steps will help you create an amazing event. Break your event down into a few categories like research and planning and you’ll be setup for success.

1. Define the aim of the event

Before you do anything, you need to decide what the aim of your event is. Are you trying to train 20 employees or are you hoping to bring your large company together. If you can define the aim or the goal, you can make sure you know what you’ll need to make your event a success. When it comes to corporate conference planning, it’s so important to understand your audience and what you’re trying to achieve, that way everything else can come together.

2. Come up with a budget

Now that you know how many people you’re looking to host at your conference, you can set a realistic budget. Depending on your aim and goals, you may want to focus the majority of your budget on technology for the conference. This can include AV equipment, screens and projectors, and more. You’ll also want to think about what sort of venue you’re looking to host your conference in. Think about using some of your budget to get some branded decorations so people know who is hosting the conference. It’s also important to make sure you don’t skimp on food and drinks. Make sure you check with your guests ahead of time for any dietary restrictions because this can impact your budget as well!

3. Decide on location and find a venue

When it comes to corporate conference planning, location is key! You want to choose a location that’s easy for people to get to, has transportation options nearby, and has accommodations for those who need it. Then you can choose a venue. Make sure you book a venue that has the appropriate capacity for your event. You can find out if the venue has a dedicated events team to help you ensure your conference goes off without a hitch. You can also check to see if they offer AV within the cost of hire. Some venues have minimum spends and others have a venue hire fee. Keep all of this in mind when looking! If this all sounds overwhelming, our corporate concierge team can help you find something for your event!

4. Plan the logistics of the day

As you’re planning your conference, come up with a schedule for attendees and for anyone who may be working or helping your run it. Stick to this schedule as much as possible to make sure things run smoothly. Make sure to schedule in tea and coffee breaks in between sessions. Offer suggestions for things that people can do in the area for breaks or when the conference ends. If you need to hire anyone to help decorate like florists or hire a DJ, make sure you have all of their contact info in case anything happens on the day.