75 Grand Army Highway (Route 6) Swansea , MA 02777 • MA Line: (508) 678-3901 • RI Line: (401) 861-2780 • venus@venusdemilo.com

Conference Planning Guide: Host Corporate Events in Swansea

Conference Planning Guide: Host Corporate Events in Swansea

It takes a lot of organization and planning to pull off a successful business conference. The first step is to identify what it is that you want to accomplish so you can start setting some goals. Whether your corporate events in Swansea will be directed solely at your own employees or if you will be opening the convention up to colleagues throughout the industry, you will still need to do a good deal of planning. Start by choosing the best Southeastern Massachusetts event venue that will provide you with the space, location, and amenities you require to create a quality experience for everyone in attendance.

The Big Picture
Once you have chosen the best venue for hosting corporate events in Massachusetts, it is important to create a general overview of the event so you can start making lists of all the things you’ll need to do in preparation. Create a “mock schedule” that will at least lay the groundwork for all the things that you want to provide to attendees, such as workshops, seminars, classroom events, presentations, networking events, provided refreshments and meals, awards, exposition booths, or anything else that you want to include.

An example of a mock schedule for a business conference might look like this:

  • 8 AM – Opening Introduction
  • 9 AM – Speaker Presentation
  • 10 AM – Refreshments/Break
  • 10:15 AM – Product Demonstration/Workshop
  • 12:00 PM – Lunch Break
  • 1:00 PM – Exposition Showroom Open
  • 4:00 PM – Speaker Presentation
  • 6:00 PM – Dinner Break
  • 8:00 PM – Networking Party

Defining the Details
The next step is to work with the on-site coordinator at the conference center in Southeastern New England to firm up all of the details regarding catering, audiovisual equipment and technology, space for attendee registration, parking, and any other services that you will require. Make sure to visit the venue and see everything for yourself. It makes a big difference in how everything is set-up. You may have more space that you imagined – or less. It is important to know how things will be arranged before you get there.

Other details that you will want to consider when planning an event include:

  • establishing registration fees and costs for attendance
  • setting costs for expo booths and sponsorships
  • contacting potential sponsors and exhibitors about the event
  • marketing the event to target attendees
  • set-up a website for online registrations
  • link event schedule and reminder network via a mobile app
  • create a schedule for catering to include mid-day breaks, lunch, and dinner, if provided, to attendees and speakers
  • decide if you will be hosting a one-day or multi-day event
  • provide directions to the Southeastern Massachusetts event venue

Hire Staff or Get Volunteers
Depending on the type of corporate events in Swansea that you will be hosting, you will either need to hire staff or get volunteers. In the case of an industry-wide event, it can be easy to get volunteers by offering free entry to the event or some other incentive. Some companies will volunteer their own staff to work the event if they can get free banner advertising at the conference center in Southeastern New England and on the event website. Get creative and you will be able to figure out how to fully staff the event with greeters at the doors, guides on the expo floor, seating assistants in the seminars and workshops, plus other assorted support staff without spending a dime.

One Last Look
When you have everything all together and organized on the day of the event, take a few minutes to go through the entire Southeastern Massachusetts venue to ensure that everything is the way that you envisioned it to be. Double-check signage to make sure that it is clear on how to get from one area of the venue to the other, check the registration tables to make sure your staff knows what to do when the attendees arrive, go over the schedule with your closest team members to make sure that everyone is on the same page, and visit each room of the venue to make sure all of the details have been handled. Corporate events in Swansea don’t have to be stressful, you just need to be organized and pick the best local venue for hosting corporate events in Massachusetts.

Visit Venus de Milo in Swansea, MA
The world-famous Venus de Milo is a popular location for corporate events, social occasions, trade shows, and seminars. Give us a call at 508-678-3901 and speak with our on-site event coordinator to find out about availability or to schedule a tour of our facility. Come see for yourself why our conference center in Southeastern New England is perfect for your corporate event. Large scale conventions, professional meetings, expositions, seminar series, training workshops and more, have all been hosted at our well-appointed venue located in Swansea, Massachusetts.

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