TURN YOUR CONFERENCE INTO A SUCCESS
THESE FIVE KEY POINTS MUST BE IN PLACE IF YOU ARE TO HAVE A GOOD CONFERENCE.
Conferences, meetings and courses are extremely important measures for companies, whether you want to build expertise, uncover new opportunities, challenge your coworkers, create unity or establish contacts
Today, more and more meetings take place virtually, but that does not mean that meeting places in the “real world” are less important. On the contrary, it is more important than ever that face-to-face meetings are of high quality, from start to finish. When we finally get the chance to meet up, talk, listen, discuss and show each other, our physical surroundings should not cause limitations, but instead help us get the most out of the gathering.
We have gathered some key points that are important to keep in mind when planning a conference.
1. PLANNING AND MAPPING
Good planning and mapping is essential for the implementation of the conference and plays into all the other points we highlight here. This is absolutely essential for the event to be a success.
What needs and wishes do you have, and what needs and wishes do the participants have? What is the goal of the event and how do you reach it? Should it be something traditional, or try something new? These things are not always so easy to determine on your own and it could be good to have some input from the outside.
If you are unsure of exactly what you want and need, we can assist. We have dedicated advisers who can help you map out your needs and wishes, and tailor the solution that makes your meeting, course or conference the best possible, so that you get the most out of your time together. You can concentrate on the content, while we create the perfect setting.
But also, no matter how well you have planned the event and tried to prepare, unforeseen things can occur. Our employees are proactive, adaptable and creative, fully focused on making arrangements for you. They take challenges head on and find solutions where many others would only see problems.
2. CONTENT
Sometimes you meet up to deal with a specific task or issue, for example it could be training to use a new system. Other times, you meet up primarily just to meet. The latter can, for example, be in connection with an onboarding, in the case of new hires or in connection with a collaboration between departments or companies.
In any case, it is important that the purpose of the meeting is clear. Also for the participants who must know what they are getting into.
3. MARKETING
Even the best-run conference of all time is meaningless without participants, that goes without saying. Regardless of whether it is an event for your company or involves external participants, you need to make sure that people know about it – not only when it is happening, but also what is happening, so that the participants are well prepared.
Here too, mapping is a keyword: Who will participate, and how do you reach them? When organizing an event, it is important to keep in mind that it is not only about what happens during the event, but also before and after. We will return to this.
4. BALANCE BETWEEN LEARNING AND SOCIALIZING
The learning aspect is naturally the main focus at most conferences and meetings. But it is also important to ensure a good balance between learning and social activities. An event where you overload on information, and then everyone goes their separate ways, is not ideal. Everyone needs a little breather and some social interaction. That way, you get more out of the subject, in addition to the participants forming social bonds.
5. AFTER THE CONFERENCE
A well-executed conference is about more than just the days the event takes place. You have to provide professional content that continues to live on after the conference is over. This is important to think about along the way. By ensuring that the conference is documented with high-quality photos and video, the conference gains added value. This can be used for training purposes, refresh your knowledge from the conference later on and use what you have learned when organizing new conferences in the future. And of course it’s nice to have memories of the social aspect of the gathering too!
In addition, good photo and video content is perfect to use for marketing next year’s conference, and is also incredibly suitable for use in internal channels. Did someone say employer branding?
THE PERFECT FRAMEWORK
If you focus on these five key points, you have a great foundation for achieving a good conference, course or meeting. At X Meeting Point, we are happy to assist with planning and taking care of all the small and large details that come along the way. A successful conference is about so much more than just the number of square meters and chairs. There are countless things to think about. Fortunately, we take care of everything in the background. Good conference rooms and a great degree of flexibility ensures that you get the most out of your conferences and gatherings.
Regardless of whether you have five or five hundred participants, our conference solutions will cover your needs. This will naturally mean that the meeting rooms must be of an appropriate size, that technical solutions must meet the expected high standard and that there are no logistical issues. Here, X Meeting Point delivers on all counts.
No two conferences or gatherings are the same. Sometimes you want to gather everyone in one room, other times you need to spread out in different meeting and conference rooms. Perhaps you have parts of the group physically present, while others participate digitally. Sometimes the content is purely academic, while at other times the focus is also on team building and socializing. In any case, we are prepared to help you get the most out of your visit, no matter what that entails.
COVERS ALL SIZES
Here at X Meeting Point, we have several conference rooms of different sizes, two large event halls as well as a number of smaller meeting and group rooms. In short, we have everything from meeting rooms for around ten people, to multifunctional rooms for smaller groups from 14 to 54 people, larger function rooms that can accommodate up to 200 people, to a 7,500 square meter congress hall, and a flexible hall with a ceiling height of 23 meters. This is how we provide the appropriate composition for meetings and functions, that do not feel cramped, but at the same time intimate and close.
THE HEART OF THE CONFERENCE CENTRE
And then we must not forget the Catwalk, the very heart of the conference center, which has many different uses. During the day, the Catwalk serves as a recreation area where our guests can play pool, putt golf, network with other guests or simply relax. In the afternoon, the Catwalk is a perfect place to carry out easy-going team building exercises or a pleasant after work. When the evening arrives, the Catwalk can be transformed into a lovely, non-traditional venue. LED lights that can be changed to almost any color to suit your taste, make it efficient and easy to create the atmosphere you are looking for and put your own tonality to the area. Here you can put together everything from smaller and more intimate dinners to large awards ceremonies, and everything in between.
CANCEL THE EVENT
X Meeting Point has organized countless activities, both with and without partners. With our long and vast experience, we know how to increase the value of your event, not least by adding fun and exciting activities, which also contribute to team building in your group. For example, Fun and Games, where you choose from a list of 20 activities, which boost both the competitive instinct and the togetherness while spreading smiles and joy. Or how about an Olabi race, or a Cocktail bootcamp? The possibilities are many and together we will find out what suits you best.
GREAT LOCATION AND ACCOMMODATION
The location is another of our many advantages when it comes to conferences. We are located midway between Oslo and Gardermoen, which ensures easy access regardless of whether the meeting participants arrive from the capital or other parts of the country. When a long and rich day filled with business and socializing comes to an end, it is good to be able to retreat and enjoy the peace and quiet of a comfortable hotel room. In conjunction with X Meeting Point, we have a fantastic hotel called X Hotel. This modern hotel has 436 specially designed rooms with everything you need on a business trip: A comfortable bed, large TV, high level of service and delicious food and drink with a reasonable price. Super fast wi-fi throughout the hotel is a given.
And should you feel the need for more socializing after a quiet time in the room, there is always room for fun & play in our energetic lobby.
THE WHOLE PACKAGE
To summarize briefly: X Meeting Point is your obvious choice when it comes to conferences, meetings, functions and other gatherings and events. From location to premises, activities and technical solutions, to food and accommodation – everything here has been thought through. We deliver the entire package, so you can focus on what you do best – no matter what field or area that is.
With structure and reliable frameworks in place, it is easier to be both efficient and more creative, so that we make the most out of the time we have together. This applies regardless of whether you gather for professional or pure social reasons. Different types of conferences, events, meetings and gatherings require different solutions. We are equipped to handle everything, so that you get the most out of your precious time together.
