Top 10 Tips for Mastering Conference & Event Planning in Cornwall

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Event Planning in Cornwall - Conference and Office Building - Victoria Offices & Conference Centre

Corporate event planning in Cornwall presents a unique opportunity to create memorable experiences against the backdrop of Cornwall’s stunning landscapes and vibrant culture. However, it also comes with its own set of challenges. From selecting the perfect venue to incorporating local elements, mastering conference and event planning in Cornwall requires careful consideration and strategic execution.

Tip 1: Understand the Purpose & Objectives

Defining clear goals and objectives is the foundation of a successful corporate event. By understanding the purpose behind your event, whether it’s to launch a new product, foster networking opportunities, or reward employees, you can tailor your planning process to align with these objectives. 

Consider what you hope to achieve and the key messages you want to convey to your audience. Keep the purpose and objectives at the forefront of your planning to ensure a cohesive and impactful event experience. By identifying these goals early on, you can make informed decisions throughout the planning process, from selecting the right venue and vendors to curating engaging content and activities.

Event Planning in Cornwall - Building Exterior - Victoria Offices & Conference Centre

Tip 2: Research Cornwall’s Unique Features & Venues

Cornwall offers a plethora of unique features that can add a touch of magic to your corporate event. From breathtaking coastal vistas to historical landmarks and charming towns, the region has much to offer in terms of ambience and inspiration. Highlighting Cornwall’s distinctive characteristics can create a memorable experience for attendees.

Additionally, research the various venues available in Cornwall and their suitability for different types of events. Whether you prefer a beachside location, a stately manor, or a modern conference centre, Cornwall has diverse venues to accommodate your needs. Consider each venue’s capacity, amenities, and ambience to find the perfect setting that complements your event’s goals and theme. One of the best venues in Cornwall is Victoria Offices & Conference Centre. The venue offers multiple conferencing rooms to cater for different party sizes. Plus, unlike many other places, this venue provides catering directly on-site.

Tip 3: Plan for the Seasons & the British Weather

The region experiences mild and temperate climates, but it’s essential to consider potential weather fluctuations and rainfall. Outdoor activities may be affected by unpredictable weather conditions, so have a backup plan in place. 

When planning, choose dates that align with the desired weather and consider indoor venues or covered areas as alternatives. Depending on the season, be prepared with umbrellas, heaters, or cooling systems. By proactively addressing weather concerns, you can ensure attendees a smooth and enjoyable event experience.

Event Planning in Cornwall - Budget - Victoria Offices & Conference Centre

Tip 4: Create a Budget

Establishing a well-defined budget helps you allocate resources efficiently and avoid overspending. Consider all aspects of the event, including venue rental, catering, entertainment, transportation, and any additional services or amenities required. It’s essential to prioritise expenses based on their impact and relevance to your event’s objectives. 

Allocate funds wisely, negotiate with vendors and seek competitive pricing without compromising quality. Regularly track and review your budget throughout the planning process to ensure you stay within your financial limits and make informed decisions that maximise the value of your event.

Tip 5: Collaborate with Local Suppliers & Vendors

Working with local businesses not only supports the local economy but also provides you with insider knowledge and expertise. Local suppliers have a deep understanding of Cornwall’s resources, venues, and cultural nuances, allowing them to offer tailored solutions that align with your event goals. 

They can provide recommendations for venues, caterers, event planners, equipment rental companies, and other services specific to Cornwall. Collaborating with local suppliers fosters a sense of community and ensures a seamless event experience.

Event Planning in Cornwall - Surfing Lessons - Victoria Offices & Conference Centre

Tip 6: Plan Engaging Activities

Incorporating engaging activities and entertainment into your corporate event program is vital to captivate attendees and create memorable experiences. Interactive workshops, team-building exercises, and guest speakers can add value and foster engagement. 

By offering unique Cornwall-inspired activities, you can infuse the event with local flavour. This depends on the event’s purpose, but consider options like guided coastal walks, surf lessons, or cooking demonstrations featuring local delicacies. These activities not only showcase Cornwall’s culture but also provide opportunities for networking and team bonding.

Tip 7: Prioritize Sustainable Practices

The significance of sustainability in corporate event planning cannot be overstated. As environmental consciousness grows, it’s essential to prioritise eco-friendly practices in your Cornwall event. Reduce waste by opting for digital event materials, using recyclable or biodegradable products, and implementing proper waste management systems. 

Choose sustainable event signage and decoration materials, and promote responsible transportation options such as carpooling or public transit. Incorporating eco-conscious choices aligns your event with Cornwall’s commitment to sustainability and demonstrates your organisation’s dedication to environmental responsibility.

Event Planning in Cornwall - Social Media - Victoria Offices & Conference Centre

Tip 8: Leverage Technology & Social Media

Technology and social media play a significant role in enhancing any corporate event. Use event management software to streamline registration, communication, and logistical tasks such as Cvent

Develop a dedicated event mobile app to provide attendees with event details, schedules, and interactive features. Leverage social media platforms to generate buzz, promote your event, and engage with attendees before, during, and after the event. Facebook has a great event planner that allows you to invite locals directly to the event. 

Encourage participants to share their experiences on social media using event hashtags and photos. This amplifies your event’s reach but also creates a sense of community and encourages networking among attendees.

Tip 9: Develop a Comprehensive Communication Plan

Effective communication throughout the event planning process ensures clarity and cohesion between team members. Establish a comprehensive communication plan that includes regular updates to all people involved, clear instructions on tasks and responsibilities, and timely responses to inquiries. 
Think about assigning a dedicated point of contact for attendees and providing them with a readily accessible channel for questions or concerns. WhatsApp works great for this. You can create a direct link for attendees to message a dedicated phone number using the free software WA.link. By prioritising communication, you can mitigate misunderstandings, address issues promptly, and maintain a seamless flow of information.

Event Planning in Cornwall - Evaluate and Improve - Victoria Offices & Conference Centre

Tip 10: Evaluate & Learn from the Event

Post-event evaluation and learning are components for continuous improvement in corporate event planning. Emphasise the significance of conducting a comprehensive assessment to measure the success of your event and identify areas for improvement. 

Encourage attendees to provide feedback through surveys or post-event evaluations. Analyse event metrics such as attendance, participant engagement, and return on investment to gauge the event’s effectiveness. Identify strengths and weaknesses, and use the insights gained to refine your future event strategies. Learning from each event ensures that your conference and event planning in Cornwall evolve and deliver even better experiences in the future.

Are You Event Planning In Cornwall?

Interested in running your event or training session at Victoria Offices & Conference Centre near St. Austell and Bodmin? You can complete a Conference Room Booking Form on the website; or call the friendly team on 01726 891723 for conferencing enquires.

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