In many companies the organising of the annual conference is a hot potato, passed to the unwitting and inexperienced, accompanied by a side of leftovers; a tatty folder containing an assortment of dog-eared papers inherited from who ever did it last year. For a few, it is in the job description, but for anyone charged with the responsibility, organising a conference comes with a large and very weighty bag called “expectations”…from your boss, your colleagues and even from yourself. These expectations have many different labels, labels such as: “Success”, “Productivity”, and “Fun”, however the biggest heaviest jar is called “SURPASSING LAST YEAR”.

Organising a conference is a bit like being a chef making a cake for a very important occasion. All the ingredients need to come together to create something satisfying, delectable and memorable. What does it take to have your very own “MasterChef moment”? We talked to David Ross, General Manager of the Sebel Hawkesbury Resort and Spa, to discover the truth behind a successful conference.

Make a shopping list

David advises that the first step is to gather information…not from the venue, but from your organisation.

• Clearly understand the objective of the conference? For example is it a social and team building event, or about imparting information? The objective of the conference will impact the type of spaces that are needed and the activities undertaken.

• Dates. Is the date fixed in the business calendar or are there a couple of alternative dates. There is nothing more disappointing than finding the perfect venue and discovering it’s already booked.

• Size of group

• Location requirement:

  • o Understand where the candidates are traveling from. Does the venue need to be accessible from the airport, highways, or public transport?

  • Consider the issue of “escaping delegates”. If the venue is close to office, delegates can (and will) pop back to the office, or if it is a major city may leave the venue for a drink (or two) in other locations. This runs the risk of allowing the conference to fragment, losing cohesion.

• When it comes to the ambience “opposite to office” is best.

• Budget

Go to the Market… yourself

Hoping for a successful conference without a site visit is like hoping to win Tatts Lotto. Visit the venue. No amount of web site photos, glossy brochures or chats on the phone take the place of actually seeing the facilities and meeting the venues events manager in person.

David offers a word of caution. Be careful not to predetermine too much before the site visit. Just as some of the very best dishes are born from a trip to the market where you discover a fabulous fresh new ingredient, excellent venues will suggest innovative applications of their facilities which most people will never have considered.

Choose high quality basic ingredients

A great cake tastes as good, or even better, than it looks and that means using high quality basic ingredients. It may sound obvious, however the foundation of any good conference is a venue with :

• Quality rooms with comfortable beds and up to date décor

• Great food. Poor, boring food is a conference killer. Ask the venue about catering for those with dietary requirements such as vegetarian, halal or food allergies. These delegates are often the “cuisine poor cousins” and choosing a venue that caters well for them will earn accolades!

• Functional function rooms …and the choice of more than one. Check the comfort of the seating, the quality of the light (preferably natural), if there are dimmers, the room layout, outlets etc. A variety of spaces allows for breakout activities, networking or just a change of scene!

• Choices for downtime - just a gym won’t cut it. There needs to be fun to balance the serious, think swimming, tennis, golf, spas for massage, saunas etc.

• Good, reliable, free internet access. The Sebel Hawkesbury Resort and Spa has Business NBN which is tested daily.

• Easy, free parking

Have a great sous chef

This cake is not one you can bake solo. Have a great sous chef. In other words understand the level of support the venue provides (or not). Does the venue have an AV team? Do they meet with the client on a daily basis to ensure the delivery of the expected service?

The Icing on the Cake

Have a wow factor that will surprise and delight. David has seen delegates delivered to the hotel in helicopters, surprise movie nights by the lakeside, country picnic breakfasts followed by hot air ballooning and surprise celebrity guests. Sebel Hawkesbury Resort and Spa has the ability to create a WOW factor for your conference or event that will win you high praise.

Deliver it with Drama

A great cake deserves a great delivery to the table. Consider your first impressions of the venue and the welcome you received on the site visit. Was it warm and personal? Can a sense of arrival be created with chocolates, cards or gifts themed to the event?

We hope this article is helpful and when it comes to organising a conference. With Sebel Hawkesbury Resort and Spa you have your cake and eat it too! Want more than a great cake? The Sebel Hawksbury and Spa Resort can help you deliver a gorgeous, gobsmacking gateau. Set in the Hawkesbury Valley between historic Windsor and Richmond, it is the only 4.5 star venue in the region and is a short 45 minute drive from the CBD and 1 hour from Sydney Airport, combining country with convenience. To learn more go to www.sebelhawkesbury.com.au

61 Hawkesbury Valley Way
WINDSOR NSW 2756
TEL: 02 4577 4222 
www.sebelhawkesbury.com.au