Put Yourself In Your Conference Attendee’s Shoes

Planning for a conference may be an intimidating task. This is especially true when the conference is a lengthy event. Many people who need to travel would rather go to one long conference than to many shorter ones. These conferences take a lot of preparation. It involves venues, timing, presentations, food, and housing for those who are coming. That is a lot to plan for!

The best way to plan for such an event is to imagine those who will be attending. Being in their shoes is a sure way of remembering all of the details. The first thing someone who was coming to the conference would do it plan their flight or drive to the location. That means selecting a great venue. The venue needs to be somewhere not too far from everybody if possible. If that is not possible, it ought to be somewhere near a major airport. It would be much less convenient for somebody to need to fly and then drive for a long time. A location close to an airport resolves that issue.

The next thing someone will do is arrive at the venue. They will get out of the car and figure out where they need to go. If the venue is large, a map may need to be given to people before they arrive. This map will provide them with the information they need to be able to get to the meetings. It would be terrible to arrive at a location only to get lost! If the venue is small, a map may not be needed. Signs should be posted instructing people where to go.

This brings to mind another important factor. When someone steps out of their car, they will see the venue for the first time. If making a good impression on arrivals is of value, the venue should be hosted at a beautiful location. If it is hosted somewhere with an ugly façade, it may give people a poor impression.
This short exercise has brought up very important factors in planning for a conference. As the day or week conference would continue, there would be many more details to attend to. This is a great way of organizing an event. Being in someone else’s position gives the proper perspective to know all of the details. It would be wise to consider the perspective of those presenting as well. Then all of the details will be taken care of.

By: Louisa Coan

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Louisa Coan is writing on behalf of Hubworking, who provide reasonable meeting and conference rooms for 2 to 50 ppl. They also offer Conference Centre London and Meeting Room in London