Planning a successful conference requires more than just booking a space—it’s about creating an environment that fosters engagement, collaboration, and efficiency. At Best Western Inn on the Bay, our state-of-the-art conference center is designed to accommodate events of all sizes, from intimate boardroom meetings to large conferences of up to 180 attendees. With flexible room configurations and top-tier amenities, we make it easy to host a seamless and productive event. Here are ten expert tips to ensure your conference is a success.
1. Choose the Right Room Setup
The layout of your meeting space plays a crucial role in engagement and communication. Whether you need a theater-style setup for presentations, a classroom arrangement for workshops, or a boardroom for strategic discussions, our versatile meeting rooms can be configured to suit your needs.
2. Take Advantage of Modern Audiovisual Equipment
A well-equipped conference ensures smooth presentations and clear communication. Our venue provides state-of-the-art audiovisual technology, including projectors, microphones, and high-speed Wi-Fi, so your speakers and attendees stay connected without technical issues.
3. Provide Comfortable Seating and Spacing
A comfortable audience is an engaged audience. Ensure your attendees have ample space to move around while maintaining a seating arrangement that allows for easy interaction and participation. Our ergonomic seating and spacious layouts help keep guests focused and comfortable throughout the event.
4. Offer On-Site Catering for Breaks and Meals
Keeping attendees energized is key to a productive event. Our on-site catering team can customize menus to accommodate dietary preferences and ensure everyone enjoys fresh, high-quality meals, whether it’s a coffee break, working lunch, or formal dinner.
5. Ensure Seamless Event Planning and Coordination
A well-organized conference starts with detailed planning. Our experienced event coordinators are here to assist with scheduling, room setup, and logistics to ensure everything runs smoothly from start to finish. Let us handle the details so you can focus on your event.
6. Optimize Networking Opportunities
Conferences are not just about presentations—they are also about building connections. Designate breakout areas or networking lounges where attendees can exchange ideas, collaborate, and build valuable relationships in a relaxed setting.
7. Utilize Natural Light and a Scenic Environment
A bright, inviting atmosphere enhances productivity and creativity. Our conference center offers rooms with ample natural light and a scenic backdrop of Georgian Bay, creating an inspiring and refreshing ambiance for your event.
8. Provide Accommodation for Out-of-Town Guests
Hosting your conference at our hotel means attendees can stay on-site, eliminating the need for additional travel arrangements. Our comfortable accommodations ensure guests are well-rested and ready to participate fully in the event.
9. Plan Engaging Activities and Breaks
To maintain focus and prevent burnout, schedule short breaks with engaging activities. Whether it’s a quick stretch session, a networking coffee break, or a lakeside walk, these moments help attendees recharge and stay engaged.
10. Follow Up with Attendees After the Event
Maximize the impact of your conference by following up with attendees. Send thank-you emails, share presentation materials, and gather feedback to improve future events. A successful conference leaves a lasting impression long after the event concludes.
Host Your Next Conference with Us!
At Best Western Inn on the Bay, we provide the perfect setting for a productive and well-organized conference. With flexible meeting spaces, modern amenities, and exceptional service, we are committed to making your event a success. Contact us today to book your conference venue!
