If you have taken on the task of planning a business conference in Massachusetts, there are some things that you need to know in order to succeed. One of the most important decisions that you will make that can affect the entire outcome of the event is in the selection of the conference hall rental where you will host your gathering. It doesn’t matter if you are planning a small event with a select group of attendees or if you are opening up the invitation to anyone who works within the local industry, the New England conference center that you choose for your event will set the tone for the entire conference and can literally be a “make or break” decision.
The Right Venue for Your Event
The first thing you need to do is figure out how many people will attend your conference. Once you have an estimated head count, you can start shopping around for a venue. Many conference hall rentals will tell you up front how many people can fit into the space. The number will change depending on what you want to use the space for and how the room will be arranged. Some of the set-ups you will see when you visit the Milford conference center include classroom or seminar set-ups, which include tables and chairs that all face the main stage or area where the speaker will present information, and the exposition set-up, which allows for trade show booths and other exhibits.
Before you visit the venue you should at least know the following:
- how many people will be attending
- how you want to use the space (expo, training, classroom, lecture, etc.)
- when you want to use the space
- how many days the event will last
- whether you will require any audio-visual equipment (microphones, flat panel screens, Wi-Fi access, etc.)
Create a Tentative Schedule
The next step after choosing the New England conference center that is right for you is to create a tentative schedule of events. Make sure to include refreshment and restroom breaks between lectures, make time for lunch and dinner, and allow extra time after lectures or training work for questions and answers from attendees. If you will be having an expo in addition to the seminars, make sure to allow time for attendees to visit the showroom floor when there aren’t any lectures going on during the day.
Go over your schedule with the conference hall rental staff to make sure that it will work with their hours of operation. If you will need assistance from on-site service staff for catering, support or other operations, make sure to go over it with the on-site event coordinator. A lot of planning needs to go into the details of a business conference in Massachusetts, so be prepared to make adjustments along the way as you add or change things in your schedule. That’s why it is suggested that you make a tentative schedule and be ready to be flexible throughout the planning process.
Invite Your Guests
Because you have taken your time and have chosen a Milford conference center that will really suit the purpose of your industry event, you should show off the facility in your invitation. You can send out post mail invitations or contact guests individually if you have a smaller, controlled guest list. If you are opening up the invitations to industry colleagues in the local area or region, you can use an online mailing list or advertise on your website to try and increase interest in the event at the New England conference center.
Make sure to provide as much information as possible about guest speakers, events, amenities, included refreshments or meals, special training sessions, and any other offerings that will help to sell the event to potential attendees. If you are charging for attendance or want to require an RSVP registration for attendance, make sure to offer this option online. Work with your web designer to ensure that attendees can register using either a mobile phone, tablet or desktop computer for convenience.
Visit the Crystal Room Conference Center in Milford, MA
If you are planning a business conference in Massachusetts, make sure to take a look at the Crystal Room Conference Center. Whether you are planning a meeting, seminar, workshop, training event, exposition, professional meeting or a large scale convention, you can count on the amenities and opportunities available at our New England conference center. Give us a call at 508-478-7800 to check on availability or to schedule a tour of our facility.