We’ve put together a handy checklist to help alleviate some of the stress of planning a conference. It’s best to start planning your conference well ahead of time to ensure you tick all the boxes.
· Determine the objective of your conference
· Decide on your target audience and envision the journey your conference attendees will experience
· Choose an engaging conference theme
· Identify your team and set roles
· Settle on a date, venue and budget
· Book your venue
· Plan your agenda
· Select the right AV and other suppliers to deliver the conference
· Book speakers
· Promote your conference
Choosing Your Conference Venue
While you are searching for the perfect conference venue, it’s important to keep in mind a few variables such as size and seating, location and proximity to public transport and local amenities. Another key consideration is available onsite technology and what additional support you will require. To learn more about the availability of each space and further information regarding facilities, capacity and available services, browse each listing or simply submit your brief and we can help you find your perfect meeting rooms in Sydney.
Speaking the lingo
What actually is a conference venue? It's a fair question. In short, it refers to a large space that can host a professional event that may include speakers, stalls and light refreshments. A conference room, on the other hand, will be a much smaller affair – and the price will reflect this. The largest conference-based event normally takes place in an exhibition centre (also called an expo centre or a convention centre), and these will be huge venues that cater to thousands of attendees.
Getting in touch
A Sydney conference is a big deal. There are a lot of moving parts and you'll want to approach Sydney's best conference centres with really robust criteria of everything you expect and need to make your event go off smoothly. Think about timing, capacity, catering, accessibility and who your speakers will be – this last one is vital as if they’re on your list to have at your conference they’re probably in high demand. Get all these factors worked out before you approach Melbourne’s best conference venues and you’ll make the booking process a whole lot easier for yourself and the venue.
Travelling
A lot of conferences attract visitors from afar (especially the large ones in convention centres). Take this into account when booking your Sydney conference venue. Looking for quality venues near travel hubs such as Central Station or Sydney Airport is a great way to make getting to and from your conference much easier. And less travelling = less grumpy conference attendees.
Some attendees may wish to get to your Sydney event via car. If this is the case you’ll want to enquire with the conference venues about parking facilities.
Budgeting
Budgeting for a conference can be a tricky thing. Venues will often provide a base hire fee before adding on extra costs for things like staffing, audiovisual equipment and in-house catering (think of all the coffee needed to keep your attendees going!). Some venues will quote you for a price per attendee, so you know how much is being spent on each individual. It’s good to get an idea of how much you’re willing to spend before you approach the venue, this reduces any misunderstandings down the line and could be a massive time saver.
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