Lecture theatre at One Birdcage WalkBudget
It goes without saying that budget will be a factor when planning your event, but be sure to keep in mind all elements of the day. A venue may seem out of your budget, but what does their venue hire include? Some venues, such as our Lecture Theatre,
include AV and use of a technician in that main price, which could save you thousands compared to others where you may have to source everything from a supplier.
One venue’s catering costs might seem low, but do they include their staff and furniture costs in the quote? Venues with in-house caterers will likely end up less expensive than venues who ask you to select from a list of approved caterers
who need to bring everything on the day.
The key thing is to make sure to get as much detail as possible when comparing quotes from different locations, as the headline figure may be misleading.
Guest experience
When planning your timeline for the day, take a walk in your delegate’s shoes and see the day from their perspective. If you were a guest, how would you like to be greeted on arrival? How long are you happy to sit in session before needing
a break? How quickly are you happy to eat your lunch or drink your coffee before being ushered back into the conference space? Plan contingency time for speakers and breaks to overrun, especially with larger events (80 + attendees). Delays
are inevitable and planning extra time avoids stress and the instinct to rush through your day.
Catering for conferencesFuelling the day
This is your opportunity to really wow your guests while keeping them happy and fed. When choosing what to feed your guests for the day, think about the time between breaks. While you don’t want to be wasteful and over-order, you certainly
don’t want your guests going hungry mid-way through a session! Choose dishes that will both fill and fuel your guests. We find serving bowl food for lunch is a great way to cater to all tastes and allow your guests to get a variety of
dishes that will keep their energy up. During your coffee breaks, why not consider an alternative to the classic biscuit? Energy bars and high protein foods will keep focus high and blood sugar levels stable. Your caterer should be able to
customise their menus to suit any bespoke requests, so feel free to get creative!
Upgrades and add-ons
What else can you include to help maximise attendance and attract the best delegates for your conference? There are many things you can consider. Whether it’s adding production value to your sessions, favours for guests
to take home, or a post-event sparkling reception, it’s worth thinking about how you can set your event apart and ensure your guests have a memorable experience.
Timelines
It goes without saying that venue space in London gets snapped up quickly, so ideally you want to give yourself 3-6 months before your event date to book the venue and plan your conference. However, if you do have a short lead time to your event,
having flexibility on date can go a long way to securing your first choice of venue. If your event date is particularly close, make sure you are very clear with all your requirements so your venue team and suppliers can work quickly to confirm
everything for you. We aren’t afraid of a last-minute event, but the more we know the better!
Here at One Birdcage Walk we want to ensure you have the best experience possible and achieve your goals with the conferences you hold with us. We hope this gives you an idea of things to think about when planning your event, and if you ever have
any questions our friendly team is always on hand to help. Happy planning!