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How to organise a trouble-free corporate meeting or conference

by on October 15, 2019 in News & Events

how-to-avoid-common-conference-problems

Running any corporate function, whether it’s an annual general meeting or company conference, can be stressful.

We’re all familiar that Murphy’s Law rules – ‘anything that can go wrong, will go wrong’.

Even if you’re super prepared and have a supportive venue coordinator to help avoid those common meeting mishaps, unplanned disasters do happen.

Here are some of the most common issues experienced by event organisers – and how to solve them for a trouble-free corporate meeting:

  1. Sticking to the budget

Know your budget upfront. Get quotes from your conference suppliers early to avoid nasty surprises down the track.

With company budgets often set a year ahead, you need to be clear on conference costs.  It’s also worth checking with the venue and other suppliers that these won’t change drastically down the track.

  1. Remembering every little detail

‘So many details, so little time’. This could be the catchcry of many conference organisers.

No doubt the seasoned conference organiser has an exhaustive checklist of everything that’s needed for their event. No detail is too small.

  • Have regular meetings with your in-house team and with your venue coordinator to make sure you haven’t missed anything.
  • Specify all possible risks early in your planning process. Brainstorm this with your team so you can be prepared.
  • If you haven’t already got your own checklist, we found this one from Queensland Health quite useful. Eventbrite also had this handy checklist.
  • On the day, get in early and have a thorough run-through to check on any last-minute details.
  1. Making the right choice of venue

You could say this is the most important decision you’ll make when organising your corporate event.

Once you’ve narrowed down your venue selection, it’s important to visit the venue in-person to make sure it’s right for your type of event.

With your checklist in hand, make sure the venue covers all your needs including theming, lighting, seating and table arrangement, menu, adequate parking and having the right audio/visual equipment at hand.

And while we’re talking about your A/V set-up, this is one area where you must be vigilant. No matter how well you check and recheck it on the day, having something go wrong with your laptop or conference connection is almost inevitable! It’s time-wasting and can spoil the effectiveness of your presentations.

Check what services are available at the venue. But if it’s a big event, it’s worth hiring a qualified audio/visual operator for the day.

Having a good rapport with the venue coordinator will help iron out problems before your speakers hit the stage.

  1. Planning ahead

Giving yourself enough time to ‘do all the things’ is crucial.

Have a clear and realistic timeline which specifies not only what needs to be done, but when it needs to be done by. You might find using a spreadsheet works for you. Or you could use a project-management tool like Asana, Trello or Todoist.

Whatever system you use, there’ll be tasks that need to be done at particular points of time – from one year ahead to one week ahead.

 

Here at Figtree Conference Centre, we’re all about helping you create a trouble-free corporate conference or meeting. Please get in touch with our Venue Coordinator Sue O’Rourke on 02 9393 9051 or send her an email.

We’re located in the heart of Sydney Olympic Park, with plenty of free parking, free Wi-Fi and we’re also close to transport.