Insider tips – Organising a conference or meeting in Guildford
We host a lot of corporate events at Mandolay, from a board meeting, to a 500 delegate conference with international telecoms, and just about everything in between.
While we like to think that we already know a thing or two about putting on a good show, we are just as sure that we are always learning…There is always a new bit of kit, or a different way of doing things, and because we soak up just about every great idea that we see, we can deliver the best possible service.
‘We know that in many cases, the reputation of the event organiser is in our hands, and it’s a responsibility that we take very seriously indeed.’
Here are a few tips that we have picked up from some of our great event organisers.
Plan, plan, plan, and plan again
There really is no substitute for planning, and we love it when organisers have a clear vision of what they expect from every part of their meeting.
And, talk to the venue. Tell us what you want from the event, we might be able to make a few suggestions about format, running order, accommodation or just about anything. Not all venues are the same and it pays to check out strengths, and potential weaknesses.
Know your numbers
Choose a venue that is flexible enough to react if your delegate numbers rise, or fall. Final numbers do not have to be confirmed at the earliest stage of planning, so go with somewhere that can accommodate a range of sizes (Mandolay has 8 meeting spaces, and we can set for 5 or 500…just saying!).
Stick to a budget
We know it sounds obvious, but budget for everything. If the venue has a low delegate rate, check that you won’t be charged for ‘incidentals’ like AV, wi-fi, or even staffing. The last thing you need is any nasty surprises on the day.
Get the timings right
Make sure that everybody knows where and when they should be, what time sessions begin and end, when the coffee breaks will be and how long they have for lunch. We have all seen events where delegates drift into a session late, and it can really scupper the flow.
Sort out the catering
Not just dietary requirements, although these are vitally important, make sure that the venue has the facility to label food correctly, and check their training programmes to ensure the staff are aware of everything to do with allergies etc.
Match the food to the audience, think of healthier lunch options, lighter snacks and make sure that the coffee is first class!
Pick the right room
Is natural light important to you, do you require dedicated access, green rooms, privacy from hotel guests, lift access, facilities for delegates with additional needs?
Again, all of these things are much easier to sort out before the event, rather than on the day.
Look after your speakers
Obviously, you will want to look after everyone, but have a thought for your speakers. Do they require additional space for running through their presentation, are they familiar with using microphones, what sort of presentation are they delivering and are their devices compatible?
Think the unthinkable
What are your contingency plans, have you spoken with the venue about things going wrong, have you got all your kit organised (it’s better to have it and not need it, than need it and not have it).
Feedback
After the event you will be speaking to the delegates, but don’t forget the venue, feedback is vital to us, and after all, it’s where we pick up some of our best ideas.
A note for organisers
The comfort and satisfaction of every single delegate is our responsibility, but always remember, you are our client. We answer and report directly to you, and it is our job to make you look great.
