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Five things you need to know to plan a large meeting or conference

A residential conference layout in the Sidlaw suite at West Park. Organising a large meeting or residential conference can be a daunting task. You may be looking for a new venue for your annual staff conference or the perfect suite to host a training day to a large number of colleagues.

So where do you start? Invitations, booking the venue, food? Don’t worry, we’ve got five pointers to help you plan and organise the perfect event.

Getting started

To arrange your event, you’ll need to set a date and time. Make sure you shop around, as many venues will offer a planning service. At West Park we have a team of expert event planners to help you create the perfect conference day. Our team can assist you with the best seating and layouts, setting up equipment on the day and finalising those crucial details. 

Book the venue

You’ve probably got a picture in your head of how you want the room to look. Most venues can provide an overview of all of their available rooms. At West Park we offer two ideal rooms for either large conferences or events. If you’re looking for a larger scale event, our Sidlaw Suite can hold up to 300 people. If it’s just a smaller conference setting you’re looking for then our Balbeggie Suite seats up to 100 people.

Catering

Providing the catering for a large number of guests can be a real headache. Not all venues provide catering, so it’s important to find this out. We offer a number of lunch packages including delicious delicatessen nibbles and freshly-made sandwiches.

Equipment

Consider the equipment you will need for the day. Make sure the venue offers everything you need. We provide projectors, screens, laptops and flipcharts upon request. We also offer free Wi-Fi.

Overnight stay

You may have to think about overnight accommodation for your guests, especially if they have travelled far. It can be a long day and they’ll need a good night’s rest before travelling back the next day. During the summer months of June, July and August we offer special rates for conference delegates.

If you are thinking of planning a large business event or you are looking for a new annual conference venue, get in touch with our team or fill out our conference and meeting enquiry form.