When it comes to hosting a conference or corporate event, there are a few key things you’ll need to keep in mind. First and foremost, you’ll need to ensure a clear purpose and goal for your event. Once you know what you’re trying to achieve, you can start to plan and organise your event accordingly. A corporate event’s planning may appear simple at first glance. You must, however, make plans for things like catering, transportation, and venues for hire in Brisbane.
When planning a corporate business event, there are 7 fundamentals to keep in mind to make the corporate event a success.
1) Conference Venues
The choice of conference venue is pivotal in setting the tone for your business event. Selecting a venue that aligns with your event’s scale and purpose is crucial. Ensure the venue is conveniently located for attendees, with adequate parking and accessibility. Consider the venue’s capacity, layout, and facilities to ensure it can accommodate all your event’s needs, from breakout rooms to main conference halls. Modern venues often offer advanced audiovisual equipment and Wi-Fi, which can enhance the event experience. Additionally, visiting the venue in advance can help you assess its suitability and make necessary arrangements.
Your event promotion is also crucial to having enough attendees. If you don’t want to make event promotional mistakes, check out our other blog article on not forgetting 5 things not to forget when promoting an event.
2) Conference Facilities
A successful business event relies heavily on the quality of its facilities. Ensure that the venue provides essential amenities such as comfortable seating, adequate lighting, and climate control. The availability of on-site technical support is also important to address any issues with audiovisual equipment or internet connectivity. If your event includes multiple sessions or workshops, ensure there are suitable breakout rooms for each with necessary equipment and space for participants to engage comfortably. Access to restrooms, refreshment areas, and seating areas for networking are also crucial to enhance attendee satisfaction.
When planning a business meeting, think about the purpose of the event and how the space should be organised. Whether it’s mixing different groups seating in large tables or does it call for a more intimate environment requiring smaller tables. It might be in a boardroom, classroom or theatre-style, or perhaps a workshop set up to encourage group conversations. Seating options can be discussed with the venue hosting your event.
3) Conference Catering
Catering is a significant aspect of any corporate event and can greatly impact attendees’ overall experience. Offering a variety of food and beverage options that cater to different dietary preferences and restrictions is essential. For business meetings, some venues offer day packages, where high-quality canapés, sandwiches and beverages work better for refreshments and lunch during the day. For conferences that include evening networking events, it may require a sit-down, three-course meal.
Consider providing breakfast, lunch, and refreshments throughout the day to keep attendees energised and engaged. Quality catering services should include not only food but also professional staff to manage service and ensure a smooth dining experience. Proper planning for catering also involves coordinating with the venue to manage space and timing effectively to make your meeting a success.
4) Educational Tools
For conferences and business events with a focus on education or professional development, incorporating effective educational tools is key. This includes using audiovisual aids, interactive presentations, and engaging content to facilitate learning and discussion. Consider incorporating tools such as live polling, Q&A sessions, and breakout groups to encourage active participation and feedback. Providing attendees with access to digital resources, such as presentation slides and supplementary materials, can also enhance the educational value of the event. Ensuring that all educational tools are tested and functioning correctly before the event will help prevent technical difficulties.
5) Feedback Forms
Corporate events are an avenue to learn about your staff, your partners or your clientele. Gathering feedback is crucial to evaluate the success of your event and identifying areas for improvement. Distribute feedback forms to attendees at the end of the event, either in physical form or digitally. Include questions that cover various aspects of the event, such as the quality of the venue, the effectiveness of presentations, and the overall organisation. Analysing this feedback can provide valuable insights into what worked well and what needs adjustment for future events. Ensuring that feedback forms are easy to complete and return, this will increase the likelihood of receiving meaningful responses.
6) Overall Event Purpose
Clearly defining the overall purpose of the event is fundamental to its success. Establish specific goals and objectives, whether they are to educate attendees, promote networking, or showcase new products. Communicate the event’s purpose to all stakeholders, including speakers, sponsors, and attendees, to ensure alignment and focus. Developing a detailed agenda that supports your event’s goals and allows for adequate time for each activity is essential. Regularly revisiting the event’s purpose throughout the planning process will help keep your efforts on track and ensure that all elements of the event contribute to achieving your objectives.
Make sure to look for a community and conference centre in Brisbane to host your next conference with various-sized meeting rooms and spaces to suit your requirements.
7) Accessibility
Ensuring accessibility is crucial for an inclusive and successful event. The venue should be easily accessible to all attendees, including those with disabilities. This includes providing ramps, elevators, and accessible restrooms. Consider offering assistance such as sign language interpreters or special accommodations for attendees with specific needs. Additionally, provide clear information on how to reach the venue and any available transportation options. Ensuring that your event is accessible demonstrates a commitment to inclusivity and helps create a positive experience for all participants.
Other factors to consider are the parking place, whether public transportation is nearby, and if the venue is only a few minutes away from the Brisbane CBD.
Conclusion
A few key things to remember when planning a conference or corporate event are choosing the right conference venue in Brisbane, creating a detailed schedule, and planning for contingencies. By following the above simple tips, you can set up your corporate event for success.
The Unidus Community & Conference Centre is on Brisbane’s southside, a contemporary and adaptable multi-purpose event space. We operate community programs all year round in addition to hosting a range of events. Enquire with us today if you need a conference venue in Brisbane!
