To help you plan and execute a memorable conference or corporate event, we’ve compiled a planning checklist. First off, you need to define your objective. The more specific you can be here, the better as it will help you identify the attendees you would like to attract and the value you want to provide them, plus it will help you understand the organisations and speakers who would make ideal partners for your conference. Next, we recommend selecting a theme and conference format, whether that’s a large-scale seminar, trade show, workshop session or something else. Establishing a budget will help you bringyour ideas to life. When setting your budget, remember to leave some wriggle room for any incidentals. A great conference needs a great venue and we have the best conference venues in Melbourne listed with us at HeadBox.

Speaking the lingo

What actually is a conference venue? It's a fair question. In short, it refers to a large space that can host a professional event that may include speakers, stalls and light refreshments. A conference room, on the other hand, will be a much smaller affair – and the price will reflect this. The largest conference-based event normally takes place in an exhibition centre (also called an expo centre or a convention centre), and these will be huge venues that cater to thousands of attendees.

Getting in touch

A Melbourne conference is a big deal. You'll want to approach Melbourne's best conference centres with a robust criteria of everything you expect and need to ensure your event runs smoothly. Think about timing, capacity, catering, accessibility and who your speakers will be – this last one is vital. Get all these factors worked out before you approach Melbourne’s best conference venues, and you’ll make the booking process a whole lot easier for yourself and the venue.

Travelling

A lot of conferences attract visitors from afar (especially the large ones in convention centres). Take this into account when booking your Melbourne conference venue. Looking for quality venues near travel hubs such as Flinders St Station or Melbourne Airport is a great way to ensure your event is accessible to attendees. Some attendees may travel to your Melbourne event via car. If this is the case you’ll want to enquire with the conference venues about nearby parking facilities.

Budgeting

Budgeting for a conference can be a tricky thing. Venues will often provide a base hire fee before adding on extra costs for things like staffing, audiovisual equipment and in-house catering (think of all the coffee needed to keep your attendees going!). Some venues will quote you for a price per attendee, so you know how much is being spent on each individual. It’s good to get an idea of how much you’re willing to spend before you approach the venue, this reduces any misunderstandings down the line and could be a massive time saver.