Monday, 3 September 2012

A Step-by-Step Guide to Plan a Meeting at Conference Venue in London

Meeting Planning
When you plan a meeting in London with the perspective to enhance your business results, you can be sure of one thing: you need to consider many different aspects to be the best in the industry. Let us highlight a step-by-step planning procedure to have a successful event at London conference venues.

Preplanning:

• Determine the purpose and objectives of your conference event or meeting.
• Consider the number of attendees and the special needs if any.
• Decide the date of the event and make sure it should not coincide with events of other companies with   same interests or does not fall on holidays.
• Plan the meeting in advance so that you get desirable venue in London
• Consider transportation needs

Finding the Right Venue:

• Determine what kind of venue will be best suitable for your event
• Select a convenient location that is accessible for attendees
• Determine the number of functions rooms available for you to hire
• Consider the various capacities of venues to make it easy for the attendees to accommodate
• Make sure of all the necessary facilities demanded by your type of event.
• Keep the comfort of attendees in your mind and this will help you decide on the venue with best facilities

Arranging Food and Beverage:

• Do not compromise on quality when it comes to selection of caterer for your event
• Allow enough time in your event for the attendees to have their meals or refreshments so that the food is not wasted because of hurry
• Try to serve a variety of food to impress your delegates
• Also, provide non-alcoholic beverages ion addition to beer, wines and spirits

Deciding the Layout:

• Conference and Hollow Square: If you are to hold interactive discussions with note taking activities, this type of layout is usually appropriate.
• U-shape: Suitable for groups less than 40 people where more of the discussions are addressed by the leader. Audio visual is set up at the open end of seating.
• Theatre: Appropriate for large sessions or conferences that do not need much of note taking.
• Classroom: This is the most often used set up for meetings and usually requires a huge hall or room. Tables are also provided for attendees to take notes and place other material.

Following this step-by-step procedure to have a healthy and successful event at conference venues in London.


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