Many components need to fit together if you are looking forward to a successful catered conference. You need to balance the needs of delegates, contractors and speakers, which can be a demanding environment to manage on your own. A catered conference provides the right experience to your guests and ensures your event is a true success. However, a lot of planning is required since you are likely to face various challenges along the way. Organizing a catered conference may not be a simple task but there are key points that you can keep in mind for everything to go as expected. This article looks at seven tips on how to organize a catered conference.
- Define the Objective and Purpose
It is very essential to specify your primary objective as it helps you achieve the goal of the event. You need to know whether you want to convey knowledge to participants, raise funds for a project, or express gratitude to partners. It is worth having a critical approach when organizing a catered conference as it allows you to set the mood for your event and add details later.
- Plan in Advance
Once you have discovered your objective, you need to make early arrangements since smaller events also need time to put everything in the right place. You also need to set a time scale since a conferencing is an ever-changing environment. You need to make timely decisions and meet suppliers’ deadlines as this leads to well-executed events and cost saving on unforeseen circumstances. Since the event will be catered, it is important to plan the ideal size of your conference to provide comfort and satisfaction to all your attendees.
- Set a Budget
Make a checklist of the things you will need for the event and draft your budget while taking into account unforeseen circumstances. You need to determine how much to set aside for catering, as well as other details that will make the conference a success. Having your event catered is cost-effective. This is because a professional staff that is trained to ensure that all your guests feel happy and satisfied after the event will be handling all aspects of the event. .
- Choose an Appropriate Venue
It is important to check the venue and properly inspect the hall to ensure that everything is in place and running efficiently. It is quite frustrating at the most unexpected moment when you find that the air conditioning system has malfunctioned, or there are no toilets for the disabled. You also need to consider the aesthetic appeal of the location where you will be holding the conference as it has a great impact on the experience of your guests.
- Select a Varied Menu
The type of food you choose for your catered conference can either make or break an event. It is important to choose a catering company that has wide food options. Professional caterers usually have a good idea of the type of foods to offer your guests depending on the type of event and people who will be attending. It is crucial to keep in mind your guests’ diets, and the time to break for a snack as it determines how attentive you need them to be.
- Focus on Visitor Experience
Advancing technologies may have enhanced our industry but still cannot replace the element of human interaction. Clear objectives, engaging content and excellent services offered by a catering company make your event unique, better, or different from your competitors. It is important to consider visitor experience as it helps to drive customer retention and maximize your return on investment.
- Advertise, Assess, and Follow Up
Although you may have notified your guests about an upcoming event, they may forget about it in the process of their daily work schedules and personal lives. Sending reminder emails or marketing your event early keeps your guests excited before they attend and will turn up in large numbers. After the event, remember to follow-up by thanking your guests for attending. You can also ask your colleagues about their experience during the event and get insights from key stakeholders as it helps you plan for your next conference.
A successful catered conference focuses on delivering the best experience to your guests to drive customer retention and maximize return on investment. You can make your event unique through providing clear objectives, engaging content and great services offered by a professional catering company as it makes you stand out from your potential competitors.