Are you involved in Marketing or the PA to Director; or perhaps you are an events planner, and now it’s your turn to plan and 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 AIM:
The most important aspect of the conference is for attending guests to either leave feeling re-energized with new ideas; understand the objective to be met for 2018 or to understand a specific product, should you conference be training-orientated.
TECHNICALITIES:
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 budget.
Secondly, arrange the budget so that it covers venue hire, technical, food and beverage, number of guests and miscellaneous. Then start sourcing venues. Those venues that offer packages, are sure to be the best value for money and then 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.
ADDITIONAL:
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 speaker would also depend on the type of conference.
CONSIDERATIONS:
For any conference, it is best to have a source of food and beverage – whether it is a breakfast meet, a half day conference or one that lasts a number of days, it is best to ensure that food is included in order to keep the guests fuelled.
Some of the other aspects to take into consideration is the printing of programmes, AV and technical. 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 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)
To find out more and to discuss the packages on offer contact 031 581 8000.
