Presupuesto: - Transportation of your attendants and any other necessary logistics, e.g. meeting materials, audiovisuals, etc... - Venue rental - Catering - you can either hire caterers that are located there or engage one that can cater off-location sites.
Actividades: Conferences or trainings are always the same - presentations lined-up, meetings to attend... Taking the meeting out to the nearby suburbs or countryside for a change will make a different kind of conference, more open, in a nicer environment… and ideal to mix working sessions with leisure or teambuilding-oriented activities. Venue Look for old country houses or resorts that have been renovated and complete meeting facilities such as audiovisuals support, catering, etc... Or simply, find an open space where you can erect a tent... You will be surprised how the change of an environment amidst nature and greenery, or the beach, can help your attendants absorb the conference sessions so much better! Maximise the fact that you are there You can alternate working sessions indoor and outdoor. Your attendants will be very happy to get out of the meeting rooms once in a while, for instance for practical sessions, which do not require a projector. If the meetings are not a full-day affair, you can take advantage of the venue or environment and plan some activities for the group: visits, team building games, etc. or simply give free time for people to enjoy the countryside and relax between sessions. During lunch breaks, you can put in themes that go with the environment. You can even plan a dinner within the vicinity and go back to city centre after. You can check out the local cuisine in these places for a truly unique feast. This will indeed be a memorable experience for even the conference old-timers!
Consejos: - Check the technical requirements of the presentations and sessions. If you need sophisticated technical support, you will be better off doing it in a fully equipped conference room or you will end up paying heavy transportation, set up and tear down fees. - What are the transportation means available to get to the destination? Make sure that the place is easily accessible and do not take too much time to get there. - What are the facilities and providers available at your destination? Check them out before engaging those from city centres. They are well versed in this environment and thus, can be more efficient and cost effective. - For outdoors meetings, minimise your projection needs as the quality may not be very sharp. You can explore the option of using TV monitors or a video wall instead of a projector. - Equip the attendants. Do they need to dress light? Bring any insect repellent? - Prepare a contingency plan in case of rain. Make sure the season is suitable for bringing the group out. During winter, make sure there is heating available.