At the start of a new year, many businesses are in the process of planning and goal-setting. Whether you’re looking to bring certain teams or the whole company together, you might need a few days to synchronize and get ideas flushed out successfully.
Multi-day conferences are often considered a highlight for many participants, and with proper planning, they can offer unforgettable experiences to everyone involved. That said, they can take a fair amount of effort to plan. So, to set you up for success, we’re sharing our top tips for hosting multi-day conference event:
Secure the right venue
Plan your activities and make an agenda
Hire a catering company for food and beverages
Communicate all plans with guests ahead of time
Celebrate your event on social media
RESERVE YOUR MULTI-DAY CONFERENCE EVENT AT MODERN MOMENTS.
From planning meetings and team-building events to company picnics and holiday parties, Modern Moments has everything your team needs to collaborate, grow, and make memories that last a lifetime.
Our state-of-the-art conference facilities are equipped with two 65” TVs, a fixed 4K projector, blazing-fast WiFi, and modern restrooms just steps away. We also have various indoor and outdoor spaces for mingling and dining, along with a host of add-on options like fire pits, yard games, and speakers for music or speeches.
To learn more, visit our corporate rates page, or click below to schedule a free tour today!
Secure the Right Venue
The venue is arguably the most crucial element to consider when planning a multi-day conference event, as it will set the tone for all other aspects. To select the ideal venue for your event, consider factors such as availability, conference amenities, and whether you’ll have a venue coordinator’s services.
Availability
Right off the bat, make sure that your desired venue has consecutive, multi-day availability. Furthermore, check that they’re available for your desired start and end times, especially if you’re planning to jumpstart bright and early in the morning!
Conference Amenities
When planning any style of conference event, chances are you’ll need conference amenities such as:
Audio-visual equipment (e.g., TVs, speakers)
Projector screens
Reliably fast WiFi Internet
Conference tables and chairs
Whiteboards and pens
And more…
A recent ~100-person conference for the Women's Leadership Expo through the Gilbert Chamber of Commerce.
Venue Coordinator
With how many logistical factors go into event planning, you’d be amazed at how necessary a venue coordinator is! Yet, sadly, not every venue offers one. The complimentary services of an on-site day-of coordinator can help you ensure that you have the correct WiFi password, that the bathroom is unlocked, that your vendors have access to set up your luncheon buffet, and much more. They’ll help take some stress off your shoulders with knowledgeable advice and be a helping hand on the day of your event.
Once you have secured the right venue for your multi-day conference event, the next step is developing an agenda to ensure a successful and enjoyable experience for all participants.
Plan Your Activities and Make an Agenda
Creating an agenda for your multi-day conference event is crucial to ensure success. A good agenda should be clear and concise, outlining the activities planned for each day of the event.
As such, it's important to allow adequate time for each activity while ensuring that the conference event remains on track. You will also need to consider any additional activities or sessions that participants may request. For instance, add icebreakers or team-building exercises to create a more engaging atmosphere and ensure everyone is engaged.
Consequently, it's also crucial to consider the level of interactivity you want in each session. For example, interactive sessions are more engaging than those with only a speaker or panel discussion. You can use technology such as polling and Q&A software to encourage audience participation and provide an opportunity for them to give their insights.
Finally, include regular breaks throughout the day so participants can work and relax. Also, ensure there are plenty of refreshments available during these breaks. When laying out the essentials of planning a multi-day conference event, it's important to consider food and beverage logistics. Catering is vital to any event and should be designed with great care.
Hire a Catering Company for Food and Beverages
Food and beverages can make or break any event, so choosing the right catering company is essential. When selecting a caterer for your event, there are several factors you need to consider.
First, check out their menu options. Do they offer healthy food choices and snacks? Do they provide special dietary requirements such as vegan or gluten-free options? Participants should have nutritious and tasty snacks, beverages, and meals throughout the day to keep them energized and focused on the tasks.
Secondly, inquire how long it will take them to set up the food before and during the event. You will want to ensure an efficient and timely setup process so everyone can enjoy the food without lengthy delays.
Finally, budget is a crucial factor when selecting a caterer. Be sure to get quotes from various companies before making a decision.
Communicate All Plans With Guests Ahead of Time
Once you've developed an agenda and selected the right caterer, communicate all these plans with your guests ahead of time. This will ensure that everyone is on the same page and there are no surprises on the day of the event.
Send out emails or messages with all relevant information, such as the below, so that all participants know how to plan accordingly and exactly what to expect when they arrive at the venue:
Agenda details
Location of activities
Dietary requirements
Break times
What should participants bring
And any other special instructions
Celebrate Your Event on Social Media
Corporate event planning doesn't stop after the event ends; it's important to celebrate and document your success afterward. There is no better way than social media for this purpose, as it allows you to share visuals and stories from the event with a broader audience.
Posting photos of your multi-day conference on Instagram or Twitter can attract more attention and create a positive image for your company. Additionally, you can use hashtags to increase the reach of your posts and ensure that a more significant number of people see them.
Organizing a multi-day conference event requires careful planning, but it can be a gratifying experience when done right. With thoughtful preparation and excellent communication skills, you will be able to host an unforgettable corporate event that will leave a lasting impression on attendees.
Modern Moments: Helping You Bring Unforgettable Events to Life.
For an unforgettable multi-day conference event, look no further than Modern Moments. Our modern and versatile space can accommodate up to 300 guests outdoors and comfortably seat 60 in our indoor venue.
With state-of-the-art conference room facilities, professional event planning services, complimentary tables and chairs, a day-of venue coordinator, modern restrooms, and a convenient location with plenty of parking – you won't have to worry about anything. Contact us today for an unforgettable corporate event that will inspire attendees for years to come!