Planning a conference
Planning a conference
Plan your conference here at Westmanska Palatset - with our help and with the help of our checklist for conference bookers.
A well-prepared conference gives your conference guests the opportunity to meet in a pleasant and well-organised setting.
What kind of conference are you planning?
A conference can take many different forms. It can be to share information - or to engage in a mutual exchange of information in discussions. It can be to listen to talks or lectures. It can be exhibitions with plans and information about upcoming projects with discussions about them.
Who do you plan to invite to your conference?
A conference can have many guests or few guests, depending on how the meeting itself is organised. It can be a gathering of colleagues who need to escape the daily stresses of the workplace to plan their work for the challenges ahead. It could be a perhaps even larger gathering of e.g. industry colleagues or completely cross-industry gatherings.
Whatever the case, the key words are that a successful conference should be well planned!
Planning a conference? Use our checklist for conference organisers!
Planning a conference is not always the easiest thing. Here at Westmanska Palatset, we always work to make things easier for you as a conference booker.
Conference planning often starts with a simple checklist. This will help you to ensure that you have everything you need to think about for the conference itself.
Which means, above all, that you think about all the details. We will help you with all the questions that may arise when planning your conference.
Don't hesitate to ask us if you have any questions or need help.
Checklist for your conference planning
Planning is always in the details. The best of plans can fall down on details. Especially those details that you forgot to think about.
When planning a conference, there are always many details to consider.
Things to consider:
Firstly, there is the purpose of the conference itself and who should be invited to it.
It is of course good to ensure that conference participants will be happy, satisfied and well-informed.
There are also questions about:
Presentation techniques
Desired conference furnishings
Technology
Special needs of individual conference participants
Specific dietary derogations
logistics
And anything else you might want to think about before the conference.
Conference planning
You are never alone when planning a conference at Westmanska Palatset. We are used to all the thoughts and questions that can arise in connection with conference planning. We know how often new, unexpected questions arise, so ask us about your conference!
We can, if you wish, guide you through the various steps of your conference planning. Contact us, and we will tell you how it works with us and discuss what conditions you need for your conference to be successful.
We are more than happy to help you!
Checklist
The premises - Can the meeting be split into several smaller rooms or perhaps even over several days, to spread out the participants? Ask us about the possibilities and we will help you.
Ask for so-called "corona seating" with sparser furniture between tables and chairs to make it easier to keep your distance.
Transport - Do you need to organise your own transport, e.g. bus to or from the venue so that participants do not have to use public transport?
Number of persons - How many people do you expect to come? Is it the same number throughout the day or will people (speakers, participants) be added or removed during the day? Please let us know so that we have the right number for coffee and lunch.
Furnishing - What type of furniture is required? This often goes hand in hand with the type of lecture or training taking place. Cinema seating is very suitable for larger numbers of participants, while island groups may be more suitable for group work.
Start time, end time and preparation time - Do you have the timetable ready? Let us know at the meeting so we're all on the same page and know what's going on.
Times for coffee and lunch - What times do you want your morning coffee, lunch and afternoon coffee? Do you plan to organise leg stretches beyond these times?
Possible cost deviations - Are there any particular food anomalies we should be aware of? Let us know and everything will go much faster and smoother.
What technical equipment is needed - Do you need to have the possibility of a hybrid meeting where some participants can participate digitally via a link?
Is there a video screen, live streaming technology or studio on site? Don't forget to request pricing information on special technical requests already in your enquiry.
All our conference rooms have a full HD LED projector and a BOSE speaker system. The auditorium is equipped with a Laser LED projector in full HD and a speaker system from BOSE. In addition, there are four mosquitoes/headsets and 2 handheld microphones. Please let us know if you have any additional requirements, such as recording, streaming, video conferencing, etc. We work with external companies and can of course help you with this.
Special needs - Let us know if you have any special needs and we will make sure it works for you. For example, are there participants in wheelchairs or electric wheelchairs? We may need to make extra space for this in your conference room. Please let us know in advance so we can prepare the room for this
Personal responsibility - Last, but certainly not least, don't forget to remind participants of their own responsibility to wash their hands, keep their distance and stay at home if they are sick.
