Planning smaller conferences

Previously, our team covered all you need to know about planning larger conferences, so today we decided to put a spotlight on smaller conferences. In this Q&A, our venue specialists will explain how planning large and smaller conferences differ and what to consider when planning a smaller event. Keep reading for our expert insights into planning a small conference, meeting or business event!

 

What is the main difference to keep in mind when planning a smaller conference, rather than a large one?

With a smaller clientele, knowing who they are and what suits their brand is important to direct your planning process and venue choice. You will have a lot more options when planning for a small number of delegates, so you have the opportunity to find a venue that is really inline with the company. This might mean booking a more intimate venue rather than a big glamorous hotel- as in a larger venue you may feel lost! 

 

What should the main focus be when planning a smaller event?

Whether you’re planning a large or small event, the main focus should always be the client and ensuring that you understand your brief, know your attendees and deliver within budget. Knowing your attendees is a crucial aspect of event planning as depending on who they are, their needs may be quite different. With a smaller event, you have more room to get to know and understand your attendees than what you would with a large event, so take advantage of that and plan with your delegates and their experience in mind. 

 

What are your top tips for a successful smaller event?

The great thing about smaller events is that you have an opportunity to make things more personal. If you have the capability, focus on creativity and experience. Smaller venues can be more flexible and if you need ideas, ask what they have done for other events! Little things go a long way with a smaller event. 

 

What is the first thing you need to do (aside from contact us) when beginning to plan a small conference?

With any conference or event, large or small, you always start by knowing your brief, objectives and priorities. It’s also important to understand the reporting process and know who the final decision maker is. Who are you reporting to and what objectives do you need to meet?

 

Another thing to note is that venue hire can’t always be waived, smaller venues tend to have less movement for reductions. This is important to note when considering your budget. Our team of venue specialists know the ins and outs of venue sourcing, so let us take some weight off your shoulders and contact us today to use our free venue sourcing service! 



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