A conference doesn’t begin with the first speaker or end with the final round of applause. It’s everything in between that determines how attendees experience the day. On 6 October, we welcomed around 275 visitors and 30 exhibition stands at the NVVB regional conference. Event manager Véronne Rutten takes you behind the scenes to show you what goes into organising a successful conference.
The day begins before the first visitor arrives
Whilst visitors are arriving on the day of the conference, a great deal of work is already underway behind the scenes. For the NVVB regional conference, we began setting up two days earlier – from fitting out the exhibition floor to preparing the technical and catering facilities.
As an event manager, I’m the point of contact for the organiser, but we create a successful conference together with the Maaspoort team. Our colleagues from the technical, catering and hospitality teams ensure that everything is ready. And if anything changes? Then we adapt quickly.
From plenary hall to meeting place
A conference day takes visitors to various locations. From plenary sessions and workshops to the moments when visitors meet one another.
At Maaspoort, we combine our theatres with foyers and the Rooftop Bar. During the NVVB regional conference, these were set up as an exhibition area. We deliberately opted for a light lunch of sandwiches and wraps, so that visitors could easily grab a bite to eat whilst walking past the stands.
The final impression counts too
A conference doesn’t end the moment the last speaker leaves the stage. It’s often during the closing drinks reception that the best conversations take place. That’s why we organised the drinks reception in a different foyer. This allowed visitors to chat in peace whilst the exhibitors were dismantling their stands.
No conference is the same
Every organiser has different requirements, and every programme calls for its own approach. That’s why at Maaspoort we provide bespoke solutions, from the layout of spaces to catering, technical support and hospitality. By thinking along with you and being flexible, we turn every conference into a complete experience.
Planning to organise a conference yourself? Discover the possibilities at Maaspoort.