It’s the start of a new year, and it’s an ideal time to take stock or prepare your team for the year ahead with a conference or meeting. However, there’s no denying that the British winter can be an unpredictable beast, and this can add to the challenges of organising a team event.
At our Milton Keynes conference centre, we have hosted numerous successful winter events, from small meetings to training sessions and large international conferences. Here are our top tips for organising a well-received and welcoming event at this time of year.
Choose the right location
The choice of venue location is critical to the success of a winter event. Prioritise accessibility: the venue should be centrally located and within reasonable travel distance for all participants. Look for multiple road and public transport links and proximity to stations to provide alternative methods of transport in adverse weather conditions.
The venue should have ample on-site parking to enable attendees travelling by car to park conveniently without needing to worry about locating and paying for parking, or making their way a long distance on foot from their vehicle.
Build in flexibility to the proceedings
Winter weather is becoming increasingly unpredictable and intense, so it’s sensible to factor in some wriggle room to the proceedings. While it’s not possible to cover every eventuality, taking a proactive approach can help the event to run more smoothly and avoid disruptions or even cancellations.
This might include later than usual start times to accommodate frosty starts as attendees deal with iced up car windows, or delays or diversions en route. Put a contingency plan in place for attendees or speakers who can’t travel due to weather conditions. For example, you may wish to set up a hybrid conference platform to allow remote participation.
You may wish to include live streaming or recording options, to allow those who cannot be there in person to join in real time or catch up at a later date. Ensure that the venue has the technology in place to allow for high quality audiovisual and virtual elements, and excellent high speed internet connectivity to ensure continuity.
Plan appropriate breaks and refreshments
Attendees will get more out of the event if you allow for frequent breaks and refreshments to help them mentally recharge and physically re-energise. Plan catering that is appropriate for the season, such as hot beverages, soup, and warm snacks or buffet options.
Ensure the environment is comfortable
An overheated room can be soporific and make it difficult to concentrate, but too low a temperature is also unpleasant and distracting. Arrive at the venue well in advance to ensure that the ambient room temperature is comfortable and consistent, and also conducive to a focused and productive event.
