When it comes to events, a conference is just about as big as it gets. For any kind of conference you may be planning, you’re going to want to make sure you get as many registrants as possible and that each of them leaves the conference feeling like they’ve gained something. The right venue is absolutely key to achieving this goal. Luckily, London is host to a fantastic range of conference venues from huge expo centres to smaller lecture theatres. We’ve worked with the very best and would love to share our expertise with you. Let’s get planning.

Planning is everything

With conferencing, you’re going to want to make sure the venue has everything you could possibly need, covered. This is not an event you’ll want to wing it on, so make sure you check for the following facilities like audiovisual equipment – a standard for any conference, the venue should have high-quality audio equipment so that every word of your speakers can be heard. Hybrid capability - conferences can now reach those in the room and at home – planning a hybrid event requires some extra steps but we can help with that. Lastly, book your keynote speakers - it’s the reason people attend so get a good programme of speakers for your perfect conference and make sure to plan the timings carefully.

Know where your conference will be

London is an urban, sprawling city and there are a lot of choices when it comes to where your conference venue will be. There are a few key things to consider when deciding on a location such as where your attendees are coming from. If you’re expecting an international crowd you’ll want to get the venue space as close to an airport as possible or ensure that the conference venue is well-connected in terms of public transport. Will you need parking? London can be quite tricky to find large parking spaces in – if you know lots of your attendees will be driving to the conference you’ll find more luck going outside the city centre.

Accessible conference spaces?

Nobody wants to be left out of your big conferencing event. Check that the venue has disabled access and, if you’re considering catering, check they can accommodate a range of dietary preferences. Good planning is empathetic planning.

Make sure you set the agenda

This is your conference event – you should set the criteria for the venues to meet. Want an outside area? Natural light flooding the room? Have a preference for seating style? Tell us exactly what conferencing experience you want, where you want it, and when you want it. We’ll do the rest.

Planning and booking a conference in London can be an exciting and rewarding experience, but it can also be overwhelming if you don't know where to start. In this guide, we will provide you with some tips and steps to follow to ensure that your conference planning and booking experience in London is smooth and successful.

Step 1: Define your conference objectives and budget

Before you start planning, you need to define your conference objectives and budget. Ask yourself, what do you want to achieve with your conference? What is your target audience? What is your budget? Knowing your objectives and budget will help you make better decisions when it comes to choosing the venue, the catering, and the conference program.

Step 2: Choose a venue

Once you have defined your conference objectives and budget, you need to choose a venue. London has plenty of venues that cater to conferences of all sizes and budgets, so you need to do some research and choose the one that best suits your needs. Look for venues that have good transport links, are centrally located, and have good facilities. Also, consider the number of attendees you expect and whether the venue can accommodate them.

Step 3: Plan your conference program

The conference program is the heart of your conference, so you need to plan it carefully. Start by deciding on the keynote speakers, the workshops, and the panel discussions. Then, create a schedule that allows enough time for networking, breaks, and lunch. Make sure that your program is relevant to your target audience and that it addresses your conference objectives.

Step 4: Arrange catering

Catering is an essential aspect of your conference, so you need to choose a catering company that can provide quality food and beverages that cater to different dietary requirements. Many venues have their own catering services, but you can also hire an external catering company.

Step 5: Promote your conference

To attract attendees to your conference, you need to promote it. Use social media, email, and advertising to spread the word about your conference. You can also reach out to influencers and industry leaders to help you promote your event.

Step 6: Book accommodation

If your attendees are coming from out of town, you need to arrange accommodation for them. Look for hotels that are close to the conference venue and offer discounted rates for conference attendees.

Step 7: Plan transportation

London has an extensive transportation network, so you need to plan how your attendees will get to and from the conference venue. Provide them with information about the best routes, public transport options, and parking facilities.

Step 8: Hire staff

To ensure that your conference runs smoothly, you need to hire staff to help you with registration, catering, and logistics. Look for experienced staff who can handle different tasks and can help you deal with any unforeseen issues that may arise.

Step 9: Evaluate your conference

After your conference is over, evaluate its success by gathering feedback from attendees and reviewing your conference objectives. Use this feedback to improve your next conference and make it even better.

In conclusion, planning and booking a conference in London can be a daunting task, but by following these steps, you can ensure that your conference is a success. Remember to define your objectives and budget, choose a venue, plan your conference program, arrange catering, promote your conference, book accommodation, plan transportation, hire staff, and evaluate your conference. Good luck!