How to run a successful conference in the new year!

Do you need some tips and tricks to run a successful conference? Do not fear, here are some tips provided by the team at Royal Palm Hotel in Umhlanga, on the ways to ensure you meet the goals for a successful conference.

The most important aspect of the conference is for attending guests to either leave feeling re-energized with new ideas; enabling them to understand the objective to be met for 2020 or to understand a specific product, should your conference be training-orientated.

Firstly work out the budget. A tip to remember is to jot down or create a planner and share your ideas with others to ensure your ideas are achievable and within with budgetary requirements.

Secondly, arrange the budget so that it covers venue hire, technical, food and beverage, number of guests and other possible miscellaneous items. The next step is to start looking at venues. Those venues that offer various package options, provide the best value for money and thereafter book in advance. You are likely to pay more for last minute bookings.

In most cases, good preparation and sound planning ensures a successfully run conference.

If the type of conference you choose requires a speaker, ensure that this is done as soon as you have the venue booked. You will have to take into consideration, costs of the speakers and their needs. Of course, the type of speaker selected would also depend on the type of conference you are hosting.

For any conference, it is best to also obtain food and beverage menu options beverage – whether it is a breakfast meet, a half day conference, full day  or one that lasts a number of days, it is important to include in order to keep the guests fueled.

Some of the other aspects to take into consideration is the printing of programs, AV and technical requirements. Most times, the venue will have a team member to assist, however ask this question when booking. Table seating arrangements and the guest list are also important – especially if it is a banquet style.

If you are looking for a venue sure to suit both your business and leisure needs, in an ideal location in the heart of Umhlanga, choose the Royal Palm Hotel.

The choice of conferencing facilities for up to a maximum of 80 delegates are as follows:

• Cinema
• U-Shaped Boardroom
• School Room
• Banquet Dinner
• Cocktails

For both half day and full day conferences, the following is included within the cost:

• Bottled Water
• Mints
• Notepad
• Pen
• 1 Whiteboard/flipchart
• Pa system with roving mic
• Data projector
• Complimentary Wi- Fi
• Arrival tea/coffee/pastries
• Complimentary Parking
• Lunch – for the full day (upon request)

For bookings or enquiries, contact 031 581 8000 or email info@royal-palm.co.za