Planning and delivery of conferences
Planning and running conferences – how to succeed from start to finish
1. Start with the goal — what should the conference achieve?
Before you dive into the details, you should define the purpose:
Should participants learn something new?
Is the goal to build culture and a sense of togetherness?
Do you want to launch something, celebrate, or inspire?
A clear objective makes it easier to make good decisions along the way – from the program and speakers to activities and food.
2. Choose the right setting and location
A good conference hotel offers you more than just meeting rooms. Look for:
A location with easy access
Meeting rooms with flexible layouts and modern technology
Options for accommodation and dining
Activities and surroundings that provide space for breaks and inspiration
At Sundvolden Hotel, we combine a historic atmosphere with modern facilities – and nature right outside the door.
3. Create a balanced and engaging program
A good program has variety:
Professional segments with breaks in between
Time for reflection and conversation
Social features and activities
Preferably a surprise or something unexpected
We recommend thinking in terms of “rhythm” — alternating between intensity and calm, formal and informal.
4. Communication and expectation management
Good information before, during, and after the conference is essential:
Send out a clear invitation and practical information well in advance
Share and make use of the experience of the venue you book – they often know very well what makes for a successful setup!
Have a contact person available for questions both beforehand and during the event
Evaluate afterwards – and apply the insights next time
We have developed our own tools and templates for organizers that make this easier – feel free to ask us!
5. Collaborate with a hotel that understands your role
As an organizer, you have a lot of balls in the air. That’s why it’s important to have a partner who:
Understands your target audience
Is flexible and solution-oriented
Has experience with different types of events
Gives you peace of mind – and preferably a few good ideas along the way
With us, you get a dedicated point of contact and a committed conference team that supports you every step of the way.
In summary:
A successful conference is all about planning, collaboration, and attention to detail. When everything comes together—from the professional content to the food, surroundings, and service—you create an experience that delivers value far beyond the event itself.