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London is, for better or worse, an absolute hub of international corporate activity. The capital of capital cities attracts the very best from around the world, and the venues to host them have risen to the challenge. When it comes to conferencing, there is no better city than London. Discover the essentials of hiring the perfect London conference venue, tailored to meet your event's objectives while delivering an unforgettable experience for your attendees in the heart of one of the world's most iconic cities.

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Your guide to London’s conference venues

When it comes to events, a conference is just about as big as it gets. For any kind of conference you may be planning, you’re going to want to make sure you get as many registrants as possible and that each of them leaves the conference feeling like they’ve gained something. The right venue is absolutely key to achieving this goal. Luckily, London is host to a fantastic range of conference venues from huge expo centres to smaller lecture theatres. We’ve worked with the very best and would love to share our expertise with you. Let’s get planning.

Planning is everything

With conferencing, you’re going to want to make sure the venue has everything you could possibly need, covered. This is not an event you’ll want to wing it on, so make sure you check for the following facilities:

  • Audiovisual equipment - a standard for any conference, the venue should have high-quality audio equipment so that every word of your speakers can be heard

  • Hybrid capability - conferences can now reach those in the room and at home – planning a hybrid event requires some extra steps but we can help with that

  • Book your keynote speakers - it’s the reason people attend so get a good programme of speakers for your perfect conference and make sure to plan the timings carefully

Know where your conference will be

London is an urban, sprawling city and there’s a lot of choices when it comes to where your conference venue will be. There are a few key things to consider when deciding on a location: Where are most of the attendees coming from? If you’re expecting an international crowd you’ll want to get the venue space as close to an airport as possible or ensure that the conference venue is well-connected in terms of public transport. Will you need parking? London can be quite tricky to find large parking spaces in – if you know lots of your attendees will be driving to the conference you’ll find more luck going outside the city centre.

Accessible conference spaces?

Nobody wants to be left out of your big conferencing event. Check that the venue has disabled access and, if you’re considering catering, check they can accommodate a range of dietary preferences. Good planning is empathetic planning.

Make sure you set the agenda

This is your conference event – you should set the criteria for the venues to meet. Want an outside area? Natural light flooding the room? Have a preference on seating style? Tell us exactly what conferencing experience you want, where you want it, and when you want it. We’ll do the rest.

Planning and booking a conference in London can be an exciting and rewarding experience, but it can also be overwhelming if you don't know where to start. In this guide, we will provide you with some tips and steps to follow to ensure that your conference planning and booking experience in London is smooth and successful.

Step 1: Define your conference objectives and budget Before you start planning, you need to define your conference objectives and budget. Ask yourself, what do you want to achieve with your conference? What is your target audience? What is your budget? Knowing your objectives and budget will help you make better decisions when it comes to choosing the venue, the catering, and the conference program.

Step 2: Choose a venue Once you have defined your conference objectives and budget, you need to choose a venue. London has plenty of venues that cater to conferences of all sizes and budgets, so you need to do some research and choose the one that best suits your needs. Look for venues that have good transport links, are centrally located, and have good facilities. Also, consider the number of attendees you expect and whether the venue can accommodate them.

Step 3: Plan your conference program The conference program is the heart of your conference, so you need to plan it carefully. Start by deciding on the keynote speakers, the workshops, and the panel discussions. Then, create a schedule that allows enough time for networking, breaks, and lunch. Make sure that your program is relevant to your target audience and that it addresses your conference objectives.

Step 4: Arrange catering Catering is an essential aspect of your conference, so you need to choose a catering company that can provide quality food and beverages that cater to different dietary requirements. Many venues have their own catering services, but you can also hire an external catering company.

Step 5: Promote your conference To attract attendees to your conference, you need to promote it. Use social media, email, and advertising to spread the word about your conference. You can also reach out to influencers and industry leaders to help you promote your event.

Step 6: Book accommodation If your attendees are coming from out of town, you need to arrange accommodation for them. Look for hotels that are close to the conference venue and offer discounted rates for conference attendees.

Step 7: Plan transportation London has an extensive transportation network, so you need to plan how your attendees will get to and from the conference venue. Provide them with information about the best routes, public transport options, and parking facilities.

Step 8: Hire staff To ensure that your conference runs smoothly, you need to hire staff to help you with registration, catering, and logistics. Look for experienced staff who can handle different tasks and can help you deal with any unforeseen issues that may arise.

Step 9: Evaluate your conference After your conference is over, evaluate its success by gathering feedback from attendees and reviewing your conference objectives. Use this feedback to improve your next conference and make it even better.

In conclusion, planning and booking a conference in London can be a daunting task, but by following these steps, you can ensure that your conference is a success. Remember to define your objectives and budget, choose a venue, plan your conference program, arrange catering, promote your conference, book accommodation, plan transportation, hire staff, and evaluate your conference. Good luck!

Frequently asked questions

This depends on your event, but we’ve picked out the following as the ones that will really make your conference stand out amongst the crowd:

-Techspace, Shoreditch – This modernised industrial space would prove the perfect backdrop for a young and dynamic conferencing crowd. With a high-spec AV setup and a capacity for 200 seated guests, Techspace is the perfect small conference venue.

-Evolution London – A fantastic blank canvas space in the heart of Battersea Park, can seat thousands in a variety of setups. The large-scale space comes with a cadre of seasoned in-house suppliers that can accommodate your every conferencing whim.

-Shoreditch Town Hall – For stunning surroundings in a well-connected area, you can’t go wrong with this amazing conference venue. With high ceilings and architectural grandeur, this flexible space can seat 772 theatre style or even through lavish corporate dinners.

There really is no one answer to this question: so many variables come into play when understanding the cost of hiring a conference centre, or a conference room. Conference rooms will be well-appointed so will include facilities, but some things cost extra. It all depends on how many guests are you planning for? Is the venue for the day, an afternoon or an evening? Are you looking for catering? What about decorations? The good news is that you can find a conference venue for pretty much any budget (okay, almost any budget). Instead of letting the venue dictate the price, our advice is to be proactive and set a budget that you feel comfortable with – this way the right venues can reach out to you through HeadBox.

There are lots of ways to book a London conference venue. You can do the old-fashioned thing and pick up the phone, or email the venue directly. Unfortunately, lots of venues are busy and may not get back to you in time. That's where we come in. Give us your enquiry and we'll reach out to the best conference venues in London and let you enjoy your free time. Easy.

A: The key steps for planning a conference in London are: a. Set your goals and objectives b. Choose a suitable date and time c. Create a budget d. Find a venue e. Plan the conference schedule and content f. Arrange for speakers and presenters g. Organise catering and accommodations h. Promote the conference and manage registrations i. Plan for onsite logistics and support j. Evaluate the conference's success

It is recommended to start planning a conference at least 12-18 months in advance to secure the best venues, speakers, and accommodations.

Consider factors such as capacity, location, accessibility, budget, and availability of conference facilities when choosing a venue. Research popular conference venues in London and compare their offerings to find the best fit for your needs.

a. Social media platforms b. Email marketing c. Press releases d. Collaborations with industry partners e. Listing on relevant event websites

Create a detailed plan for each aspect of the conference, including registration, technical support, catering, and security. Assign a team to oversee the execution of these plans and ensure everything runs smoothly. By the time your event is going on, your team should be intimatley familiar with the specifics involved with running a London conference.

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