Cover all your bases to ensure the success of your event!
You have been tasked with booking the venue for upcoming training or discussions and you need to ensure that you have covered all your bases to ensure the success of the event. Who will be attending and the purpose of the gathering will slightly change how you arrange the proceedings.
The distinction between a large meeting and a conference often hinges on several key factors:
Scale and Duration
Large Meetings
Typically, large meetings are shorter in duration, often lasting a few hours to a single day. They usually involve only participants that is critical to solving a very specific problem, so there is also a much more focussed agenda. Typically a meeting wants as little as possible intrusion, and want snacks and drinks on hand without having to ask or wait for it. That means a coffee station and extra bottles of water in the venue.
Conferences
Conferences are generally larger in scale, both in terms of the number of participants and the length of the event. Their goal is generally wider and also have a lighter “mood” as they require more creativity in their workflow or learning. They can span multiple days and include a variety of sessions, such as keynote speakers, workshops, and panel discussions. The normal tea and coffee breaks are generally enough for the delegates to keep them going. If you have a multi-day event, speak to your coordinator about the variety of the food items presented to keep your team happy!
Structure and Content
Large Meetings
Conferences
These meetings often have a single or limited agenda, focusing on a specific topic or decision-making process. They are usually less formal and involve fewer presentations. They are also generally in smaller groups so a boardroom setup or U-shape setup works well to ensure everyone can hear each other in discussions. (see, for example, El-Jadida Space)
Conferences often have a more complex structure, with multiple tracks, sessions, and activities happening, often simultaneously. They cover a broad range of topics within a particular theme and involve various types of presentations, networking events, and interactive sessions. You may need to arrange for an extra venue or a venue with a breakaway room to accommodate the activities. Because topics are often presented and not facilitated, consider getting a PA System (personal address system) to ensure even the most soft-spoken speaker is heard and understood. A venue where two people can hear each other from end to end quickly becomes “noisy” when filled with people. Do not underestimate the value of a sound system when it comes to the success of your event! The venue coordinator will be able to guide and assist you.
Purpose and Objectives
Large Meetings
The primary goal is usually to discuss specific issues, make decisions, or provide updates. The focus is often on internal matters, problem-solving or a specific project. Again, interference must be kept to a minimum. If your team requires a working coffee break, arrange with your coordinators a specific time at which the catering staff may quickly enter to drop of food platters and refresh coffee and tea dispensers or water.
Conferences
Conferences aim to provide a comprehensive learning experience, promote networking, share knowledge, and discuss the trends in your industry. They often include external speakers and participants, providing opportunities for professional development and broader industry engagement. Speak to your conference coordinator about any extras required like double whiteboards and flipcharts, or extra stands for displays or demonstration tables.
Participants
Large Meetings
Generally involves a specific group of people, such as team members, department staff, or stakeholders with a direct interest in the meeting’s agenda. These are also frequently higher levels of management, so you may want to consider arranging for a set menu with the Chef instead of a buffet. It also allows you to arrange around specific food criteria (religious issues, like required Halaal meals or simple dietary requirements like allergies to nuts, etc.)
Conferences
Formality and Preparation
Attracts a diverse group of participants, including industry professionals, experts, and often members from outside the host organization. Conferences are designed to bring together a larger audience with varied interests and expertise. You might have people attending from different departments, or even different companies. The chances of different cultures and religious requirements coming into play increases with every extra delegate. Ensure that the food served covers all aspects, and remember to take into consideration things like religious prayer times.
Also keep in mind that depending on the participants, you may need to book accommodation. Do this well in advance to ensure your key persons can stay on the property where the venue is, and do not have to drive through unknown traffic on the morning of their presentations.
Large Meetings
Less formal, requiring relatively simple logistics and planning. The preparation might involve arranging a meeting room and preparing an agenda. Booking accommodation, meal planning and perhaps suggesting an after-meeting dinner with key stakeholders would be the extent of your arrangements
Conferences
Requires much more extensive planning and organization, including securing a venue, arranging for speakers, coordinating schedules, and managing attendance. Conferences often involve significant logistical considerations, such as catering, audio-visual setups, and accommodations, most of which have been mentioned above. Consider a cool-down event after the conference. Drinks around the pool, live entertainment or another social activity. This is a peak time for informal networking and idea sharing without the formality of the conference. This is the time when teams are strengthened and key introductions are made…
Remember. The purpose of a large meeting or conference is to impact your company for the better. To empower and to strengthen. The role of the organiser may be 100% behind the scenes, but it is critical in turning an event from serving its purpose into empowering the business.
