How to plan a successful conference in London

Organising a successful conference in London can be quite a daunting task. The list of things on your ‘to do’ list seems to be as long as the list of delegates and the spotlight is on you to get it right.

Planning and holding a successful conference in London requires not only a significant amount of thought, time, attention to detail, dedication, but also nerves of steel. Where do you begin? Is your budget sufficient to cover all your requirements?

If your list of questions seems never ending, let Events by Knight help you out with our tips on how to plan a successful conference in London. We have wide ranging experience in planning successful conferences in London and we understand that your reputation and livelihood rests on the importance of your conference being an overwhelming success.

Here, we offer our tips and suggestions for planning a successful conference in London.

1. Start Planning Early

It’s never too early to research venues. In fact, early planning is vital for a London conference venue as demand will always be high. As soon as you get the go ahead to plan your event, start by researching appropriate London venues with provisional dates.

Think about the number of guests likely to attend. Too much space and it may be difficult to create the perfect atmosphere; too little space and your guests may feel cramped, uncomfortable and unable to engage and participate.

It’s also important to consider the technical requirements. Does the venue have Wi-Fi with high speed broadband connectivity? Will you be needing any audio visual equipment? Will your London venue be able to cater for all your technical requirements or will you need to provide these yourself?

Either way, it’s best to err on the side of caution and ensure there are back up batteries, cables, laptops etc in case of emergency.

Bear in mind the location of your venue. Whilst holding a conference in London does mean you’ll never be far from an Underground station or main line link, a venue with parking provision is obviously a major plus point, especially if you do need to bring any extra equipment or corporate information with you.

Don’t forget to check out local accommodation too. London is home to a vast array of hotels, guest houses and bed and breakfast establishments, but these are likely to get snapped up quickly, and particularly at certain times of year. A London conference venue located near an assortment of overnight accommodation is advisable, but again check for availability as early as you can. You can then include these details and directions on any literature you send out to your guests.

2. Managing your budget

Planning a successful conference in London will be more expensive than one held out of town and therefore expert money management is crucial.
Your main items of expenditure will be probably be the venue hire, catering and costs for guest speakers, etc, but there will be many pre-event costs which you will also need to factor in.

Think about the costs of printing invitations, promotional materials, photography, possibly extra interior décor in corporate colours, electrical equipment, tabling, seating.

3. Décor, style and atmosphere

This is an area where you simply do need to excel. Think about the interior décor, lighting and colour schemes and the image you wish to portray. Holding a successful conference in London means taking these things into account. Your guests will expect no less and may give negative feedback or reviews if your décor and overall atmosphere fails to impress.

Remember, your ability to understand trends and styles demonstrates an up to date awareness and a willingness to provide the best for your clients. It speaks volumes for your company ethos.

4. Hiring Local Suppliers

There will of course be many other finer points you may need to consider when planning a successful conference in London. It’s likely you’ll need caterers, tableware, photographers, printers, lighting technicians, etc, and ideally these should be local reputable and well-established suppliers. Additionally, you may need extra staff to rearrange seating or to greet and welcome your guests.

5. Consult the experts

There will always be so many things to think about when planning a London conference, but we believe our core tips will equip with you the basics for staging a successful event.

However, as established London conference planners, Events by Knight have regular access to reputable local suppliers and can negotiate the best prices, terms and conditions. We continually work with the best London has to offer, we know the best venues, and the individual ingredients for planning and hosting successful London conferences.

Handing over the planning to the experts means reassurance – peace of mind that everything is taken care of.

Events by Knight are always available to discuss individual requirements for all aspects of London conference planning. Why not speak to us today on  +44(0)203 130 4040 or contact us via the website. We’ll listen, advise and work with you to plan, create and manage a London conference to be proud of.