Often when people think of big meetings or important conferences, it can seem like a daunting prospect, as there is a lot of pressure for everything to go off without a hitch.
Naturally, this refers to the meeting or conference itself – if you are the one organising an event, then you want to make sure that people are going to attend in the first instance. After this, you should ensure that your planning for the meeting goes well and results in signing some business or improving a working relationship.
There are lots of factors that can help to ensure that a meeting goes as smoothly as possible, not least of which is making sure that you have an excellent setting for your conference.
Of course, there are lots of factors to consider, including things like price, location and size. We have some top tips for you to think about, as well as a venue choice that is sure to satisfy all of your meeting requirements.
As we mentioned, it’s important to first consider what your budget is once you have a meeting or conference to organise. This is particularly important when thinking about conferences, as they tend to be much larger in terms of attendees and resources.
Why is it so important to consider your budget? Because it will help to shape exactly what you can and can’t deliver during a meeting. For example, if you have to travel for a conference or a meeting then this needs to factor in to the size or grandeur of a venue.
You should also make sure that you spend below your budget when it comes to venue and travel because it’s human nature to forget things. As such, unexpected costs can arise due to unforeseen circumstances and often there are differences in prices due to times of year. There are peak seasons for most things, particularly if you’re going to be booking conference rooms and accommodation in hotels, so this is something to keep in mind.
Choosing a venue
Once you have your budget, this is when you can do some research on potential venues in your area that are best suited for all attendees.
If you are running a conference that lasts two days, it’s an obvious choice to use a hotel, but you need to make sure that you choose one with adequate space and facilities to make sure there is enough room for all of the attendees.
M by Montcalm Shoreditch London Tech City Hotel is an excellent location for you to consider for meetings and conference venues in London. The hotel is perfectly built for modern business, not least because of its location in the digital hub in the east of the city.
Right next to Silicon Roundabout, this M by Montcalm hotel can host meetings from anything from two people right up to 250 delegates. The meeting rooms can interlock or split with room dividers depending on how much space you need for your event.
When you come to plan your meeting, you’ll join forces with our events team who will take you around the intelligent design and flexible spaces and demonstrate all the state-of-the-art facilities that we have to offer. Some of these include plasma screens, advanced audio equipment and high-speed broadband. Although complimentary Wi-Fi comes as standard with most hotels now, we are proud of our strong broadband connections, as we know how important it is for meetings to run smoothly and without interruption.
As part of our meetings and events packages, we also offer catering that you can choose from menus prepared by our expert in-house chefs.
This is an increasingly important part of meetings, particularly for larger functions that last a full day or two. It’s paramount that those who are attending these events are well looked after, as people need to be alert to listen to and retain all the information you’re giving them.
Often, this goes beyond coffee and biscuits, although we know that these are definitely a good way to make people happy during a meeting. However, it’s more important to schedule lunch and dinner breaks to make sure that people are well rested and fresh from morning to afternoon sessions. If you are looking to build stronger relationships with clients, it can also be a good idea to organise a dinner and drinks to round off a day of meetings or lectures to allow for networking.
At M by Montcalm Shoreditch London Tech City Hotel we offer a private dining service, which can be a particularly enjoyable way to finish off your meetings. If you like you can even meet with the head chef in our restaurant to help choose a menu that will be suitable for all your guests and any dietary requirements they might have.
Don’t forget again that seasons will make a difference to what adequately refreshes your delegates. For example, in autumn and winter people will tend to enjoy a bowl of soup or a warming casserole, whereas in spring or summer salads would be preferable. Don’t forget to ask people who are coming for their input though – if nothing else, they will appreciate the thought.
As we mentioned briefly earlier, the manner in which you set up your room can make a real difference to your conference.
Sometimes a standard business roundtable is the best way to facilitate conversation, but if you are going to have more of a lecture-style conference then you should have the room set up as a theatre.
You have to think of your speakers and how the attendees will be able to best hear and see the person who is on view, particularly if there are screens that people will be presenting materials on. It’s also important to think about if there are going to be different stands for delegates at your conference – if so, this means that you’re going to need equal space for each representative there.
Additionally, you need to consider that each stand will also need to be put up and taken down again. Whereas some venues will handle this for you, sometimes you will need to do it yourself, so this is something you’ll need to clear with the venue first. At M by Montcalm Shoreditch London Tech City Hotel we will do this for you as part of our meetings and events package.
As we mentioned, location is all-important for an event or conference, as it has to be somewhere that looks good, has great facilities but is also easy to find.
This is where M by Montcalm Shoreditch London Tech City Hotel is again a great choice for you, as it is just minutes from Old Street Tube Station and Liverpool Street Station, which links to all major rail services.
There are also two indoor car parks that are not only secure but are also less than one mile from the hotel itself. So, whether you travel by rail or car, you’ll be able to find our venue quickly and easily.
For information on booking rooms or spaces for meetings, events and conferences, contact M by Montcalm now.