Booking a conference – how to?

A check list of things to consider prior to booking and after you have booked. During and after your meeting.

Follow this list to get the most out of your meeting, whether it is hard negotiations or a relaxed kick-off. Tick all the boxes or choose the items that suit you!

The purpose of the meeting or conference

What do you wish to achieve?

Conference when-where-how

Date?

Type of conference facility?
Viewings! In some cases a visit to the different conference facilities is a good idea prior to deciding which one to book.

Transportation

How will the participants get to the facility?

Speaker

Are you planning to have an external speaker at your meeting?

Activity/Relations

Remember that the social side of your meeting is important. Make sure to leave time for informal socialising, which is when the feeling of community and team spirit are strengthened.

Quotes

What is included in the price? Variations in price depend on everything from the number of courses included in your dinner, to the facility’s standard. In some cases location (proximity to airport, city centre, etc.) makes a big difference to the price.
When you book through Svenska Möten you will always receive a quote with both price per person and the rate in total.

Cancellation Policy

Always make sure to read the conference facility’s cancellation policy carefully, many follow the terms of SHR, but not all.

Conference details

• How many participants are there?
• Are there any one-day guests at your meeting?
• External speaker (to be included in number of participants)?
• Do any of the participants have allergies, if so, what are they?
• Any vegetarians or vegans?
• Payment? How would you like to be debited? Should everything be included in one invoice or should the participants be responsible for some of the charges?
• Should parts of the event be charged to the participants and the remainder to the company?
• Are alcoholic beverages to be included on the final invoice or should they be paid for individually?

During the meeting

Agenda, with or without computers, phones turned off or complete internet access? How to plan your meeting or conference strategy.
Meeting documentation
Who handles the documentation, how should the meeting be documented and distributed to the participants?

Follow up

Will the participants remember what was said/which decisions were reached, or simply remember the delicious sandwich they were served on the first day? Don’t put off sending out documentation too long!

Seating arrangements in the conference room

These are the most commonly used seating arrangements.