Arranging a company conference can be a somewhat daunting task, as you seek the perfect venue, activities to suit all tastes, and then of course ensuring that this all fits into your budget. Make your next conference hassle free by booking it with the team at the Royal Palm Hotel.

We sat down with Royal Palm General Manager, Simon Bailey, and asked him what his top 5 tips would be when arranging a conference.

Tip 1: Plan early

As obvious as this sounds, conferences take time to arrange as there are a number of elements that need to be arranged and sources, so the sooner you plan, the less stressful the process becomes. Bailey suggests that you start the process at least 8 – 9 months in advance if you’re still looking at venue options as this gives you time to assess all the relevant areas.

Tip 2: Determine the type of conference you want

When speaking to venues, have an idea of what it is you want to do, and how you see the conference being run. Most venues will assist you with some ideas and implementation, but you need to have a clear idea of the number of delegates and a basic programme. Some venues may be removed from your potential list based purely on capacity.

Tip 3: Know your budget

Conferences expenses can escalate quickly, so you need to determine your budget before you start the process and express this to your chosen venue, or miscommunication creeps into your event. Granny Mouse Country House & Spa prides themselves in tailor marking packages dependent on the needs and budgets of clients.

Tip 4: Do your homework

Ask the venue what types of conferences they have hosted before, and even go so far as asking who some of their past conference clients have been. This will give you a good indication of what you can expect from the venue and the calibre of venue you are selecting. It is also common that potential clients ask for the contact details for reference purposes. Don’t be afraid to ask for this information; any decent venue will brag about their previous amazing conferences.

Tip 5: Ask for advice

Many venues have dedicated teams who are more than happy to assist you with ideas and concepts, as they do this job for a living. They can often provide you with ideas that they have executed for other conferences that may fit well with your conference ideas. Your chosen venue may also be in close proximity to other activities which could form part of your conference.

Bailey’s finals words of wisdom in conference planning, is to enjoy the process and keep the lines of communications open with your on-site banqueting team, as they are there to help you every step of the way.