Room layout

Think about the space you will need for the type of event you’re planning well in advance, and make sure there is sufficient room for everyone. Options for layouts include Theatre, Classroom, Boardroom, Cabaret, U-Shape, Banquet, and total room capacity obviously changes for each layout.

• Would your delegates need a table in front of them to take notes?
• Will they need to work in groups?
• Will they be moving around the room?

Think about these things before choosing a room to make sure that your delegates are comfortable and the event is a success.

Technology

One of the biggest things we get asked about here at Rothamsted Conference Centre is AV and technology. If you are not experienced in the use of AV, or your presenters need support on the day, be sure to give this subject plenty of thought and plan accordingly. If you don’t, it can be the one thing that causes unnecessary stress on the day, especially if the event booker is not there in person.

There are many options for AV, so it’s really important to think through the needs on the day, and explain what these will be to the venue at the time of booking. That way the venue team have plenty of notice to make it work for you.

• Will there be different presenters, each with different slide packs?
• Will these be loaded onto a laptop in advance to connect to a screen, or will someone be bringing a USB stick to connect to the venue’s laptop?
• Will people be dialling in to the meeting?
• Do they need to speak or will they be just listening in?
• In a large room, think about the volume and sound. Will the speakers be heard or do they need a mic?

These things are all manageable with notice and planning and any decent venue will be well prepared to offer help and guidance. For larger events, run throughs are really useful, but make sure you budget for booking the room in advance for these.

Your delegates needs

Having read hundreds of feedback forms for events, the comments people often give are not necessarily about the event content, but about the experience they had, and not always the things you would expect. So it’s worth thinking about the event from delegate’s perspective when planning the finer details.

• Is the venue easy to find?
• Will delegates need a map or travel advice?
• Will there be enough parking?
• Is the signage to the room easy to follow?
• Is there somewhere to hang coats?
• Will the room have tea and coffee facilities?
• Is the type on slides easy to read from a distance?
• Will the content be available to download after the event?
• Are the toilets nearby?
• Does someone have hearing difficulties and need a hearing loop?

The list of comments can be endless, but these are some more common ones, so put yourself in the delegates’ shoes when doing a show-round to make sure your event gets great feedback!

Read Part 1 of our blog for tips on how to plan your event and make sure that people sign up to attend.