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Help! How do I plan a conference?


A great conference can have a fantastic atmosphere – A group of people sharing the same passion, all excited at the prospect of an event full of new ideas, inspirational speakers and the opportunity to learn. The end result is delegates leave the event full of motivation and enthusiasm to take back to their workplace (most of the time!).

But organising a conference can be a tricky task! So we’ve put together a few handy tips to help you get the most out of your event and to avoid conference-related stress.

It might sound simple but…

Choosing the right venue

Do you need a large national training centre like Yarnfield Park? What equipment will you need? Is superfast Wi-Fi a must? Will you need catering? Do you need to be near an airport or train station? There are so many questions!

It’s a good idea to make a venue checklist where you can note down all of the essentials and then use this a guide to help you with making the best choice.

A central location for all of your delegates is also very important. You want it to be as accessible as possible to ensure you have a great turn out of delegates.

Organise keynote speakers as early as possible

Good speakers, no matter what industry you’re in, are booked in advance. So you need to get in early! But don’t just go after people who have spoken at many events – have a think about who will have something original and interesting to share. Who are people likely to remember?


When thinking about promoting your conference (usually 6-8 weeks in advance) it’s important to consider time for design of materials, printing deadlines and having confirmed speakers ready to talk about.

Also, create a hashtag and start using it on Twitter and promotional materials before the event – this will build up the excitement!

Gather feedback

Once your event is over, aim to collect feedback from your delegates (use a simple feedback form or an email survey). This way, your conferences are sure to improve year after year!

Should you require more information about our national training centre, conference suites or range of facilities please call us on 01785 762900 or email