Clandeblog Conference planning: a step-by-step guide for event success

In today's fast-paced professional world, planning a successful conference is all about the preparation. At Clandeboye Lodge, located conveniently just 15 minutes from Belfast, our expert Events Team has shared some advice to planning a successful conference in Northern Ireland.

Whether you're an experienced event planner or organising your first conference, this guide covers everything you need to know - from choosing the perfect venue to managing logistics and maximising attendee satisfaction.

Hotel Event Venue Northern Ireland — Cabaret style conference room setup at Clandeboye Lodge event venue northern ireland.

Essential considerations before planning your conference

The pre-planning stage is crucial. Consider the following points before you start your conference event planning:

Consider the type of conference: Determine whether it's an AGM, board meeting, product launch or academic conference, for example, as this will influence many of your planning decisions.
Understanding delegates: Consider their demographics, preferences, and needs in order to tailor the conference for maximum engagement and satisfaction.
Budgeting: Set a realistic budget, identify potential funding sources, and anticipate all possible expenses to ensure financial stability.
Expert event organisers: Assemble a team with diverse expertise in event management, marketing, logistics, and content curation to ensure a smooth planning process.
Venue requirements: Choose an event venue that aligns with the size and needs of your event.
Consider a venue that prioritises sustainability: Opt for venues that prioritise sustainability, offering green policies and practices that can minimise the environmental impact of your conference.

How to plan a conference - step by step

Step 1: Define your objectives

Clarify main objectives: Determine the main goals of the conference, whether it's for education purposes, networking, or a business or product launch.
Align objectives with audience needs: Ensure the objectives match the interests and needs of your target audience.

Hotel Conference Venue Northern Ireland — Jotter pad and pencil for each delegate

Step 2: Decide on a date

Consider timing: Choose a date that avoids conflicts with major holidays or other significant industry events.
Days of the week: Weekdays are more suitable for professional and business conferences, while weekends may be more appropriate for community-focused events.
Seasonality: Consider the time of year and how it might impact attendance, such as weather conditions.

Step 3: Choose a conference venue

Size and capabilities: Ensure the venue can accommodate the expected number of attendees without overcrowding or feeling sparse.
Event spaces and room setups: Choose a venue with versatile conference rooms that can accommodate your conference’s specific needs, such as breakout rooms, meeting spaces, and outdoor areas.
Accessibility and location: Ensure the venue is easily accessible with features like ramps and accessible seating. Free ample parking and electric vehicle charging points is also important.

Hotel Conference Room in Northern Ireland — Lectern with a microphone set up in the Clandeboye Suite

Step 4: Technology requirements

AV requirements: For hybrid conferences and events, it's essential to have high-quality audiovisual equipment to ensure a seamless connection with both onsite and remote participants
Wi-Fi: The venue must provide robust and reliable internet access to accommodate streaming, downloading, and real-time interaction without interruptions.

Clandeboye Lodge is fully equipped to meet all your technological needs. We offer ultrafast broadband and advanced audiovisual capabilities, from ceiling-mounted projectors to integrated PA and audio systems in our conference rooms.

Hotel Conference Room Northern Ireland — Conference in the Viceroy Suite

Step 5: Book speakers and vendors

Speaker selection: Choose speakers who align with your conference objectives and audience interests. This can help inspire and educate your audience.
Styling and decor: Depending on the type of conference event, you may want to consider table setups, stage design and overall styling of the venue. Whether matching with your branding or a theme.

All the Clandeboye Lodge event spaces are eclectically stylish and usually don’t require any additional styling or decor. However our team are on hand to assist with setting up any specific props or decor. They can also recommend styling companies, florists, and other vendors to further customise and enhance your conference

Step 6: Develop an agenda

Session planning: Create a balanced schedule of keynote speakers, breakout sessions, and workshops to keep your audience engaged.
Networking opportunities: Allocate enough time for networking among attendees. Consider incorporating networking breaks in outdoor settings or designated areas to facilitate relaxed and meaningful connections.

Step 7: Choosing the food & drinks

Bespoke menu: Ensure the venue offers the flexibility to tailor a menu specific to your event's theme and the preferences of your attendees.
Dietary preferences: Make sure to accommodate the dietary needs and preferences of your attendees. This includes providing options for vegetarian, vegan, gluten-free, and allergy-friendly meals, ensuring all attendees have suitable dining choices.

At Clandeboye Lodge, the focus on local and seasonal ingredients allows us to offer a bespoke menu crafted specifically for your conference. From healthy breakfast options to delicious four-course meal options.

Step 8: Manage logistics

Accommodation: Arrange accommodation for out-of-town attendees and speakers. Opting for a hotel conference venue like Clandeboye Lodge, which offers on-site accommodation, ensures convenience and comfort, making it ideal for guests who are traveling from afar.
Transportation: Offer information on transport links to the venue and arrange transfers from airports and train stations if needed.
On-site management: Coordinate on-site logistics, including registration, signage, and attendee support.

The Events Team at Clandeboye Lodge is dedicated to assisting you in every aspect of conference planning, whether it's helping you create table plans to arranging transportation. With 42 on-site bedrooms, Clandeboye Lodge is not only convenient due to its proximity to Belfast City Airport, but it also provides a tranquil retreat in the heart of Northern Ireland's beautiful countryside.

Step 9: Sustainable choices

Choose a Green Meetings Award venue: Select a venue like Clandeboye Lodge, which holds a Green Meetings Silver Award, ensuring eco-friendly practices are integral to your event.
Prioritise eco-friendly practices: Emphasise sustainability in every aspect of the conference planning. This includes selecting materials that are recyclable or compostable, minimising single-use plastics, and using digital materials instead of printed ones whenever possible. Encourage attendees to recycle their plastic name badges in specially marked boxes provided at the entrance.
Local and seasonal food choices: Choose a caterer or event venue, like Clandeboye Lodge, that provide a menu featuring local and seasonal ingredients.

Step 10: Gather conference feedback

Feedback collection: Use surveys, online feedback forms, and informal conversations to gather attendee feedback.
Follow-up: Send thank you notes to speakers, sponsors, and attendees, and share key takeaways and outcomes from the conference.

Planning a conference at Clandeboye Lodge

Clandeboye Lodge is the perfect hotel conference venue in Northern Ireland. Located just 15 minutes from Belfast city centre but set in rural woodlands, we offer a blend of convenience and charm, making it an ideal choice for your next conference. With versatile event spaces and meeting rooms, state-of-the-art technology, a range of conference packages, and professional support from our Events Team, Clandeboye Lodge stands as the epitome of excellence and character for hosting your conference in Northern Ireland.