If you’re looking for Conference Venues in Nelson, you’ve come to the right place! At Beachside Nelson, we’ve held so many business conferences at our fabulous venue that we are expert hosts. We can help you, the conference organiser, as much as you need. And we’re always on hand to answer your questions. To help you begin organising your 2022/23 event we’ve created a handy guide with a timeline. We hope that this helps you plan your event to perfection.
Conference Venues in Nelson – You can trust Beachside for practical advice!
A conference planning timeline – Initial steps:
|Concept and preparations||At least eight months before your conference date.||Decide who your conference is for and the purpose it serves. Perhaps it is an in-house training event where teams from across New Zealand can collaborate. Or maybe it’s a charitable event to raise awareness of a cause. |
Work out your target audience and what you’d like them to learn or take away from your conference.
Now is an excellent time to prepare your budget, especially if your conference needs to turn a profit.
|Initial organisation||Six to eight months before your conference.||Choose your date and book your venue. Because of our ideal geographical centre of New Zealand location, conference venues in Nelson can get booked up well ahead of time. |
Choose Beachside Nelson as your conference venue. We can help you with many practicalities around equipment and catering, leaving you to focus on the tasks that need your specific expertise.
Gather your team, from volunteers to guest speakers and sponsors. It might take a village to raise a child, but it takes a small army to organise a conference!
|Find your delegates||At least three to four months before your conference.||Once you have dates, venues, speakers and schedules in place, it’s time to tell the world about your brilliant conference. |
You might be using third-party platforms like Eventbrite, or you may have invested in a website specifically for your conference. Whichever option you’ve chosen, now is the time to start issuing or selling tickets.
Consider your advertising options, and don’t forget to utilise social media where you can tap into third-party audiences, like those of your sponsors and speakers.
Don’t forget to direct delegates to a list of suitable accommodation sites if you’re expecting visitors from out of town. You may have negotiated special rates for them with some providers.
Closer to your conference:
|Final preparations||Two weeks before your event.||Liaise with your conference venue. They’ll need to know the final numbers for catering purposes and any information around dietary requirements that your delegates, organisers or speakers may have.|
Now is the time to go over your ‘run sheet’ schedule with all invested parties, including the front of house manager at the venue, your volunteers and guest speakers.
Send out emails to your delegates with the final schedule and helpful information to help them find your conference venue.
|It’s conference day||On the day.||When you arrive at the venue, contact the Front of House manager. At Beachside Nelson, this will be either Carol or Francine. They will be resent for the whole event and are there to make your life easier.|
Arrive at least an hour before your delegates so you can familiarise yourself with any AV equipment.
After your conference:
|Feedback and follow up||No more than one week after your event.||Send your audience feedback forms to establish the success of your event and whether any improvements are needed for next time.|
Share any conference resources, such as guest speaker slideshows and presentations.
Don’t forget to add the delegates email addresses to your email marketing programme to let them know about future events or conferences.
If you’re looking for conference venues in Nelson, give us a call. You’ll love the simplicity of our ‘All-Day Delegate’ rate for in-house conferencing. It includes all-day catering and is charged at a per head price, (plus venue and equipment hire charges).