Hello, I’m Liam and I’m a Sales and Events Manager here at The Mansion. I’ve been involved in hospitality for many years across a range of different locations- so what I don’t know about event planning isn’t worth knowing!
Planning a meeting or conference can be tricky, and there are pitfalls to avoid. Here are my 5 top tips for planning the perfect meeting!
This is the key first step when arranging a meeting or conference. You need to understand the requirements of your event- will you need a single large space, or lots of smaller spaces? What about equipment- do you need audio visual equipment, flipcharts & screens? Perhaps you have particular needs for networking with other locations, or outdoor space? Understanding the event is crucial to getting the right venue.
Write a rough outline of how you see the day working- it will help you identify requirements such as breakout rooms and other spaces
ALWAYS FIND OUT WHAT’S INCLUDED
It’s always an awkward moment when the meeting planner realises they’ve forgotten to ask an important question! Now you’ve worked out what your requirements are, make sure you ask as many questions as you can. Is the venue exclusive hire or will there be other meetings taking place that day? Do you have particular power needs? Ask what the day delegate rate includes. These will all give you a better understanding of the venue.
At The Mansion we are happy to work with you to create the perfect event- just drop us an email and we can create a meeting or conference which will deliver your business needs.
BUILD IN EXTRA PLANNING TIME
It’s not possible to plan for every contingency, but things can change between booking the conference and the actual day. So building time in to cope with those changes is a must.
You can do this by asking delegates, speakers and other suppliers to confirm attendance well in advance, and ask for details of any special requirements they will need up front. If your speaker has particular AV requirements, or you want to give delegates information packs, having that planned in well in advance will reduce the chances of things going awry- as well as reducing your stress levels.
It’s a good idea to send out confirmation emails to all attendees well in advance of the meeting or conference- it will prompt any changes, and give you time to make amendments
GIVE YOURSELF SOME EXTRA TIME
One key mistake I see a lot is planners not allowing time for attendees to move from one activity or space to another. Always allow plenty of time for delegates to move from e.g. the main room to the breakout spaces, and also for breaks. Not only does it take a while for everyone to physically move about, you should also allow for the psychological break caused by the change of location. It can take a few minutes for delegates to get back in to the zone!
If you want your delegates to stay focussed, make sure you have enough breaks planned in. A common recommendation is to schedule a 5-10 minute break every 60-90 minutes.
The days of catering for meetings being a few curled up sandwiches and a slice of tomato are long gone! Your guests will expect good quality catering. Some pitfalls to avoid:
If you’re choosing finger food, make sure all foods can be eaten easily- no whole apples or potentially messy food
Take into account your guests- will they prefer a lighter lunch or are they going to want something more filling? A range of options can be best to cover all preferences
Take a tip from the Royal family- avoid any strong flavours that might give bad breath. That means no to the garlic and steady on the spices!
Ask all delegates up front for their dietary restrictions- and make sure all special diet foods are clearly labelled. Your venue may be able to help with an unexpected special diet, but it’s better not to leave it to chance.
Drop me an email to start planning your meeting or conference at The Mansion. The Mansion offers you wonderful views over the quiet and peaceful scenery of Roundhay Park, making it the perfect break from the usual city centre venue. Email