Conferences are at the forefront of modern communications, whether this is for internal communications, or as a vehicle for communicating with key audiences — such as press launches and some technical conferences.

For those expecting to find themselves in the hot seat as an organiser or meeting planner, we have set out some essential guidelines for pre-event planning, as well as suggesting an invaluable source of advice and assistance.

Clearly, there are different factors to take into account when planning a conference for 500, as opposed to a meeting for 20, but the essential components are the same. The checklist below sets out those ingredients of the event which remain common, regardless of the size and nature of the event.

Location and communications There is a well-known saying within the conference industry that organisers base the choice of venues for their events on three main criteria — location, location and location!

Oxfordshire is a fine example with many great venues in the city or further afield in the Cotswolds.

When deciding the ideal location, account should be taken of where delegates will be travelling from, as well as the means of transport they will be using.

Venue choice Having decided upon the general location of the event, the next step is to draw up a shortlist of potential venues.

There may be a very wide choice, including: purpose-built conference centres, hotels, universities, management training centres, or one of the many unusual venues now becoming increasingly popular (stately homes, castles, sporting venues, tourist attractions, even a lighthouse or two).

Often the size and requirements of the event will help to whittle down the shortlist, but questions such as the following can help: Is the event residential and, if so, is it important for all delegates to sleep under the same roof? Or can they be accommodated in different hotels and guest houses and transported to the venue?

Will delegates require single bedrooms, or is there the likelihood that some double or twin rooms will be needed?

Does the event require a country-retreat atmosphere with few external distractions? What are the options for social activities nearby?

Within the venue, is there the correct combination of rooms available for plenary sessions, syndicate groups, catering, possibly an accompanying exhibition?

What style of seating will be needed (boardroom, theatre-style, classroom, hollow-square, herringbone, U-shape are just some of the options)?

Is there good access for disabled delegates, or for bringing in display material?

Is a stage necessary, and where can this be erected in the room?

Does the main meeting room have pillars obstructing delegate vision?

Is there natural light and, if not, does this matter? Will the room blackout satisfactorily? How noisy is the heating and air conditioning system?

Does the venue have a dedicated conference co-ordinator who can assist with the detailed planning and arrangements?

Are there other venue staff with whom you will be working and, if so, when will you be able to meet them?

What audio-visual equipment is needed during the event (normally this can be decided quite close to the event, unless the requirements are very specialised)? Are there in-house technical staff to operate audiovisual equipment? If so, is there an additional charge for using their services?

The cardinal rule is never book a venue without visiting it first.

Delegates, dates and budgets It is unlikely that precise delegate numbers will be known from the outset but calculations should be as accurate as possible. Will delegates be attending on their own, or will partners attend with them?

If the event is to be held midweek, rates charged are likely to be higher than at a weekend.

Significant reductions can be achieved by holding the event at least partially over a weekend, because hotel occupancy levels are generally lower. It is certainly worth remembering that the published rates are almost always negotiable!

Organising a conference is a high-pressure activity, not recommended for those of a nervous disposition. Yet, well done, it can be tremendously exciting and rewarding.

Sources of help and advice Help and advice are available.

One such source of assistance is Eventia, the official trade body for the events and live marketing industry. Visit the website www.eventia.org.uk for more details.