As our lifestyles and workplaces have evolved over the past decades, so too have expectations for professional meetings and events. According to a report published by the IACC, conference planners are increasingly responsible for creating experiences. This means selecting venues that offer flexible creative spaces for both the individual and the group, high quality AV and internet infrastructure, and a food and beverage offering that factors in considered breaks, culinary personalisation, locally produced meals and dining as entertainment.

The Lancemore Group are pioneers in the meetings and events industry, opening Australia’s first purpose-built regional conference facility, Spring Hill Estate in the Macedon Ranges (formerly Lancemore Hill) in 1986. Since then, the boutique hotel collection has expanded to offer conference facilities in some of Australia’s most sought-after destinations, be it city, nature or coast.

Airy light-filled meeting rooms, freedom to move and explore the local surrounds, accommodation rooms that feel like a home away from home, award-winning food and wine, and a commitment to continually reimagining the experience has ensured Lancemore remain at the forefront of the industry.

Backed by over 30 years of eventing experience, Lancemore’s team of expert coordinators share their top 10 tips for planning a conference, meeting or event:

1. Service

Expect a phone call within 24 hours of submitting an enquiry and a quote shortly after. Great providers will customise their recommendations, experiences and pricing, asking informed questions and calling on their extensive experience. The best will provide a dedicated onsite coordinator once the contract is signed. They should make you feel that nothing is too hard, no stone is left unturned, and as if your event is their only event, from enquiry to completion.

2. Value For Money

One of the hardest tasks of planning a conference is justifying the expense. Be clear from the start about what you want to achieve from your event. Consider how it will fit into the big picture and what role it will play in context of team morale, staff turnover, professional development and commercial objectives (to name a few). What will success look like and how will you measure it? Include a small contingency in your budget and make sure the venues on your shortlist clearly understand your goals and expectations.

3. Location, Location, Location

The secret to picking the right venue is finding somewhere within easy reach but far enough away to be free of distraction. At a regional location you will have a captive audience focused on shared outcomes. If you want to further limit the temptation to reconnect with the office, overnight accommodation in a breathtaking location and a diverse activities program provide an optimal mix of work and play. The Lancemore portfolio features meeting an events facilities in the Mornington Peninsula (1-hour from Melbourne), Werribee Park (30-minutes from Melbourne but feels like an entire world away), and the Macedon Ranges (1-hour from Melbourne).

4. Food & Beverage

Today, conference planners expect food and beverage offerings to be personalised for their group, sustainable, locally sourced, creative, and health conscious. Critically acclaimed chefs and award-winning food and wine are the norm rather than the exception. At Lancemore, our experienced team will assist planners to curate an unforgettable menu– from a shared feast to a 6-course degustation, utilising locally sourced and sustainable ingredients such as trout caught fresh on property and vegetables grown in the community gardens. Lancemore’s Executive Chef team has worked at some of Australia’s most revered restaurants – Vue de Monde, Quay, The Lakehouse, Momo, and Ezard – while their locations are known for their food bowl characteristics (Mornington Peninsula, King Valley), providing endless inspiration and fresh, seasonal produce.

5. Meeting Room Specifications & Set Ups

Never underestimate the importance of a flexible conference or meeting space. Rooms need to be adaptable to a variety of set up styles or formats such as theatre, classroom, boardroom, U-shape, cluster, banquet, or cocktail. The best venues will know the size of their space in square metres and height, as well as the maximum capacity for each set up. They will also know which room and style best suits your event. Floor plans can also be invaluable by helping you ‘picture’ exactly how the room will look. Networking lounges and breakout spaces are also an important consideration for a successful event. Lancemore properties such as Lindenderry and Spring Hill Estate provide unique breakout spaces beside every meeting room – think open fireplaces for the cooler months and floor to ceiling windows to take in the spectacular surrounds.

6. Natural Lighting

Research has found that under artificial or poor lighting conditions we become more stressed and have less ability to stabilise our energy levels. Sound familiar? Environmental productivity or the science of how the space around us supports or handicaps the way we work has come of age. Too often conference planners can overlook the importance of natural light when selecting their venues and it matters, especially if you’re trying to inspire new ideas or ways of thinking in your group. At Lancemore properties, you can expect naturally lit meeting spaces with airy, high ceilings and tranquil views out to the gardens or vines beyond.

7. Audio Visual

We live in a digital age of rich, high resolution media. Anything less than contemporary audio visual facilities is unacceptable. That said, it is vital to communicate with your venue well before your delegates arrive so your room and AV is set up exactly how you want and expect. Check and double check tech-requirements and operating systems so your material and hardware is compatible. Brief the venue on your run-sheet, meeting agenda or conference program, including any insight you have on your speakers and their individual presentation styles.

8. Team Building and Experiences

One of the toughest assignments for any planner is to bring together a diverse collection of personalities, age groups and thinking styles to create memorable experiences. If you don’t have a clear team building concept in mind your venue will have hosted hundreds, if not thousands of business events and will be able to help you curate a fantastic experience based on first-hand knowledge of what works. Wine tasting, archery, pinot and petanque and cooking masterclasses are some of the most popular team building experiences available at Lancemore Group properties.

9. Transportation

If you’ve chosen a regional conference location then you must consider how your delegates will move to and from the venue. Late (or lost) delegates can destroy your best laid plans. The only way to escape this stress is to budget for coach transfers. The Lancemore team has a network of contact to assist in getting your team to and from the properties. Whether it’s a coach service or premium transfers for VIPs, there is transportation style to suit all.

10. Presentations

With so much on your plate it is easy to forget that the very substance (and ultimate success) of your meeting or conference lies in the quality of presentations you’ve included in your program. Work with your venue, peers and colleagues to thoroughly brief each speaker on what is required. Ensure you receive their presentations for editing at least two weeks in advance. The best presentations are highly visual and the best presenters speak to their slides, without reading them.

Contact us!
The Lancemore Group
Spring Hill Estate – Lindenderry at Red Hill – Lancemore Milawa – Mansion Hotel & Spa Werribee Park – Alamanda Palm
Cove

Website: www.lancemore.com.au
Email: sales@lancemore.com.au
Phone: 03 8616 0534