Planning a conference isn’t easy, but when it’s done right, it can transform your business, engage your audience, and spark meaningful connections. Whether you’re hosting a 50-person seminar or a 1,000+ delegate industry event, success depends on careful preparation, smart budgeting, and the right venue.
This guide brings together everything you need to know, from long-term planning timelines to budgeting tips, accessibility considerations, and our roundup of the best conference venues in London.
Why Conferences Matter
Conferences aren’t just about panels and presentations, they’re about creating opportunities:
- Knowledge sharing: Build thought leadership and give your audience access to expert insights.
- Networking: Provide the perfect setting for attendees to meet collaborators, mentors, and peers.
- Brand building: Hosting a well put together event strengthens your reputation in the market.
- Team culture: For internal conferences or all-hands, it’s a chance to unite employees under shared goals.
If you want your conference to leave a lasting impression, planning is everything.
Conference Planning Timeline: What to Do and When
12+ Months Out: Set the Foundation
- Define your goals: What’s the purpose of your conference? Awareness, sales, training, or something else?
- Set measurable objectives: Registrations, revenue, leads, or attendee satisfaction.
- Budgeting & sponsorship: Decide whether you’ll self-fund or seek sponsors.
- Venue research & booking: Top venues book out early, so start here.
- Theme & branding: Create a look and feel that aligns with your goals.
9 Months Out: Build the Programme
- Content planning: Panels, keynotes, workshops.
- Speaker outreach: Start with a dream list and secure commitments.
- Marketing kick-off: Announce the event and launch early promotion.
- Vendor management: Confirm AV, catering, and event tech.
6 Months Out: Drive Registrations
- Open ticketing: Set pricing tiers and push early bird sales.
- Secure exhibitors: Lock in sponsors and exhibition stands.
- Refine logistics: Catering tastings, AV testing, room layouts.
3 Months Out: Finalise the Details
- Programme locked: Publish schedules and confirm speakers.
- Staffing & volunteers: Recruit and train your on-site team.
- Promotions ramp up: Email campaigns, social media, ads.
1 Month Out: Get Ready
- Confirm vendors: AV, catering, signage, registration systems.
- Attendee communications: Send FAQs, travel info, and reminders.
The Week Of: Execution Mode
- Venue setup: Registration desks, signage, AV checks.
- Brief your team: Make sure everyone knows their roles.
- Registration & support: Greet delegates, solve issues quickly.
Post-Conference: Follow-Up
- Surveys: Collect attendee and sponsor feedback.
- Financial wrap-up: Settle invoices and analyse spend vs. budget.
- Reporting: Create a post-event report and measure success against objectives.
How to Budget for a Conference Without Overspending
Budgeting is one of the trickiest parts of conference planning, whether you’re an organiser or an attendee.
For Organisers
- Venue hire: Often the single biggest expense. Decide early if you want dry hire or day delegate rates (which usually include catering).
- Catering: Costs can add up quickly. Check to see if the venue offers DDR packages to help control spend.
- AV & tech: Streaming, recording, and hybrid setups require investment.
- Staffing: Factor in both paid event staff and volunteer support.
- Marketing: Allocate budget for website, branding, and promotion.
- Extras: Decorations, entertainment, and delegate packs are all small things that add up.
💡 Tip: Always keep 10–15% of your budget aside as contingency.
For Attendees
- Book early: Travel and hotel rates rise closer to the event.
- Look for discounts: Many conferences offer early bird or group rates.
- Share costs: Split hotel rooms or carpool with colleagues.
- Pack smart: Bring snacks, a refillable water bottle, and avoid overpriced food on-site.
- Free activities: Many conferences host sponsor socials or networking events at no extra cost.
How to Choose the Perfect Venue
The right venue can make or break your conference. Here’s what to look for:
- Location: Is it easy to reach by public transportation or car?
- Capacity: Does the venue feel too big (empty) or too small (cramped)?
- Budget: Compare dry hire, minimum spend, and delegate rate options.
- Amenities: Strong Wi-Fi, AV, catering, and parking are must-haves.
- Accessibility: Venues must comply with the Equality Act 2010 — but don’t stop there. Look for step-free access, hearing loops, and accessible bathrooms.
- Vibe: A fintech startup conference might need a modern, edgy space, while a medical conference might prefer a traditional venue.
Accessibility and Inclusion: A Non-Negotiable
Making your conference inclusive isn’t optional — it’s essential.
Checklist for accessible venues:
- Step-free entrance and accessible toilets.
- Accessible breakout rooms, not just main halls.
- Service animals welcome.
- Hearing loops or assisted listening devices.
- Wide corridors and clear signage in large print.
- Lifts for multi-level venues.
Beyond the venue:
- Offer live captioning or sign language interpreters.
- Ensure catering includes dietary options.
- Create quiet zones for neurodiverse attendees.
London’s Best Conference Venues
London is one of the most popular conference destinations in the world. Here are some standout options
- Hijingo – Futuristic bingo hall that doubles as a high-tech conference venue. (Up to 250 people)
- Sadler’s Wells – Three theatres, seating from 180–1,500.
- Glaziers Hall – Overlooking the Thames, ideal for corporate events.
- 1 Wimpole Street – Home of the Royal Society of Medicine, with auditoriums and breakout rooms.
- Barbican – A tropical oasis for inspiring conferences.
- Landing Forty Two – London’s highest dedicated event space with panoramic views.
- Bounce Farringdon – Add some energy with table tennis between sessions.
Looking for a sustainable conference venue? We’ve rounded up some of the best in London!
Final Thoughts
Conferences take a lot of effort, but with the right preparation, they deliver incredible results. From defining your goals and setting a realistic budget to ensuring accessibility and finding the perfect venue, each step helps create an event that inspires and engages your audience.
If you’re planning your next conference, whether in London, Manchester, Edinburgh, or beyond, let VenueScanner for Business help you find and book the perfect space.
Need help finding a venue for your next corporate event?
Get in touch with our VenueScanner for Business Team!