Meet At Memorial - Insider tips from Conference and Event Services

Tips for pulling off a polished event - without the heartache

If you’ve been asked to plan a meeting, retreat, or small conference for this fall, you're not alone. Every year, especially around this time, we hear from people who suddenly find themselves in charge of “the event”—on top of their actual job.

Whether you're working in a department, office, lab, or committee, here’s the truth: you do not have to be a professional planner to deliver a professional experience. You just need the right questions, the right timeline, and the right partners.

Below, we’re sharing some of our best advice to help you get started.

Start With the Why

Why are you hosting this event? Is this about decision-making, training, collaboration, or connection? Clarifying the “why” behind your event helps you decide:

• Who should attend
• How much time is needed
• What format works best (in-person, hybrid, virtual)

We often start planning conversations with these questions — it anchors everything that follows. 

Secure the Budget

Following a realistic budget will save you lots of headache, heartache, time and money.  Be sure to consider:

• Participants (Number of people / whether to charge / how much)
• Venue
• AV/Tech
• Catering
• Speakers / Honorarium
• Marketing and Advertising
• Swag
• Evaluation 

Timing Is (Almost) Everything

Fall is a beautiful season, but a busy one. You’ll want to look out for:

• Holidays and long weekends
• Competing events
• Tourism traffic
• Exam periods and academic cycles

Even if your dates are flexible, we recommend identifying a preferred range now and locking in venue space early. This ensures more options and fewer scheduling conflicts. 

Location, Location, Location

A great venue sets the tone. It’s not just about the walls and the light—it’s about flow, comfort, and accessibility.  Consider things like:

• Layout and room capacity, natural light, breakout space, flow, and more
• Prioritize accessibility (elevators, restrooms, signage, quiet space, translation services, EDI needs, etc)
• Onsite services (housekeeping, coat check, staff, onsite kitchen)
• This is a big one - AV needs.  AV challenges are one of the top contributors to event stress—planning them early prevents headaches later. Think about microphones, projectors, screens, lighting, streaming, recording, onsite tech support (Check back – we’ll be posting a blog dedicated to tech!)

Be sure to consider what's included with your venue and how it affects cost.

Draft a Realistic Agenda (with Breathing Room)

A well-paced agenda helps people stay focused and engaged. Include:

• Speaker timing
• Q&A or discussion breaks
• Time for meals and informal networking
• Refreshment breaks to recharge

Mapping out the agenda flow and noting common pressure points, like timing and topics for speakers and Q&A, helps ensure a smooth event. 

Gather Key Info As Soon as Practical

A quick intake form or planning call can save you dozens of emails. We recommend collecting:

• Dietary restrictions
• Accessibility needs
• RSVPs or registration info
• Payment, ticketing, or platform needs

Much of this data can be captured through an online registration form.

Think Culturally About Catering

Food matters. It creates energy (literally and physically), sets a tone, and punctuates the day’s rhythm. Everyone looks forward to it. When thinking food it is helpful to think of dietary accommodations, cultural accommodations, and the importance of choosing local. 

Don’t Forget the People on the Ground

Think about the logistics of managing your room with questions like: Who will welcome guests? Who will help the speakers? Who will keep things on time?

These tasks ensure your event go off smoothly.  A detailed Event Scenario with a table that includes columns entitled 'What, Who, When, and Requirements' helps avoid hiccups. If you don’t have this capacity in-house, check out what services your host can provide for professional onsite support.  Consider registration, AV, wayfinding, speaker assistance, and more - so you do not have to pull in three coworkers to pass out nametags on the fly!

End Strong

Post-event communication is an after-the-fact detail, but it’s vitally important part of the experience. Whether it’s sharing notes, sending thanks, or gathering feedback, it’s important to close the loop—professionally and painlessly. 

Have questions or want to chat about your fall event?

Reach out—we’d love to hear what you’re working on and how we can help. At CES, we provide one of the broadest range of venues in the City, as well as CES Event Services. We're a one-stop shop with space, support, and capacity to manage the details—so your fall event feels smooth, on-point, and fully supported – Meet@mun.ca!

~

Meet at Memorial - Insider Tips is a series of blogs from Memorial University's Conference and Event Services team. Follow our socials, or email ktodd@mun.ca with the Subject 'subscribe' to receive 'Event Matters... because Events Matter' the CES e-newsletter and stay in the know when new blogs are published!

Contact meet@mun.ca for more information about space and services offered by Conference and Event Services.  Memorial University's Conference and Event Services is Rainbow Registered, so you can depend on safe, inclusive space for events. It’s also good to know that all bookings through Conference and Event Services support student innovation and entrepreneurship.