What to Look for When Planning a Conference

The idea of planning and executing a conference can be intimidating and can leave you biting your nails in anxiety and tossing through the night. Even the word “conference” is a mouthful to say. But when executed with some foresight in planning, conferences can be highly successful and fun.

collaboration space, office business center, business suite, open meeting room, conference room finder

We know a bit about the topic – at Free Range we’ve hosted organizations ranging from small non-profits to Fortune 500 companies and helped them execute flawless conferences at our space. So we’re always happy to share best practices, starting with this primer:

What is your vision for the conference? Why are you holding it? The goal will guide you in choosing a place, crafting a theme, and setting the scene for the best conference imaginable.
How big is the conference going to be? How many people will attend? With that magic number, you can narrow down conference spaces by size.
The space. This is the heart of your conference because where it takes place will determine what gets done. Don’t forget to ask about food, as many conference and business centers provide their own catering options. What kind of setting do you want: a large meeting venue or a smaller room for more focused meetings? Don’t forget to consider smaller, unconventional spaces for something unique and outside of the box, like Free Range Office in Chicago – venues that aren’t your typical hotel conference center or convention space.
Accommodation. If the conference is held out of town, accommodation will be extremely important; that’s why hotels are such popular conference locations. But if you’re looking at a smaller event venue, check that there are hotels nearby.
Parking and Transportation. If people are driving to the conference, they’ll need a place to put their car. If they need transportation around the city, see what buses and train lines are close at hand.
Dining and nightlife amenities. Whether the conference is long and grueling or light and fun, the attendees will still want to go out for drinks and fun afterwards. So ensure your conference location is either nearby some good restaurants and bars or easily accessible through public trans.

With that in mind, the conference should go smoothly provided enough time is spent planning it. If you want to know more about planning an event at Free Range, or event essentials, read more here. And for an in-depth, step-by-step guide on how to plan a conference, check out Geoff Beers’ guide here at The Balance.