Checklist: how to organise a multi-day conference without any worries

Organising a multi-day conference: it sounds straightforward on paper, until you get started. Speakers, rooms, technology, accommodation, dinners, transport... Everything is interconnected. And that's where things often go wrong: individual components that work well on their own, but cause problems when combined.

This checklist will help you stay on top of things. It is not based on theory, but on what we most often see in practice at multi-day conferences. What requires attention, what is best arranged in advance, and where a location really makes a difference.

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1. Start with the pace of your conference

A multi-day conference is not about more programme, but about the right pace. A common mistake is to plan every day completely full. The result: tired participants and less interaction.

What to look out for:

How intensive are the content blocks?
When is focus needed, when is relaxation needed?
What should stick in people's minds at the end of day 2 or 3?

A good guideline here is: mornings for content and in-depth discussion, afternoons for interaction and reflection, and evenings for networking. At venues such as De Werelt Lunteren, you see this rhythm developing almost automatically. The combination of rooms, outdoor space and hotel ensures that the programme has room to breathe.

Deelnemers lopen door de groene omgeving van De Werelt Lunteren tijdens een meerdaags congres op de Veluwe

2. Choose a location that offers more than just rooms

A multi-day conference stands or falls with the location. Not only practically, but also mentally. Participants are away from home for several days. They need to be able to settle in.

Therefore, check:

Can all components be organised in one place?
Is there enough space for plenary sessions and break-outs?
Can you easily switch between indoors and outdoors?

A location surrounded by nature helps with this. Here, you can step outside between sessions or take a short walk after dinner. It may seem minor, but the effect on energy and concentration is significant.

Moderne hotelkamer bij De Werelt Lunteren, ideaal voor overnachting tijdens een meerdaags congres op de Veluwe

3. Accommodation: arrange it smartly, not grandly

Accommodation is often an underestimated part of the event. It is not the number of rooms that is decisive, but convenience.

So pay attention to the following:

Are the hotel rooms within walking distance of the conference rooms?
Are check-in and check-out times coordinated with the programme?
Can participants return to their rooms between sessions?

At an event location such as De Werelt Lunteren, everything happens under one roof. No transfers. No waiting times. This not only saves on logistics, but also reduces stress.

4. Include food in the programme

Food is not a break from the conference. It is part of the experience. What we often see: standard buffets at fixed times. Functional, but not very connecting.

A smarter approach is:

Lunches that invites conversation
Dinner arrangements that encourage mixing
Short breaks with good coffee and a small snack

At De Werelt Lunteren, food is often tailored to the time of day and the purpose of the meeting. Local, seasonal and without unnecessary complexity. Curious about the possibilities for your event? Browse through our foodbook for inspiration!

Lunch in het restaurant van De Werelt Lunteren tijdens een meerdaags congres of zakelijke bijeenkomst

5. Technology: reliable and invisible

Not every session requires the same setup. Multi-day conferences require technology that adapts, because nothing slows things down like technical malfunctions.

Technical checklist:

Is the basic AV equipment the same in every room?
Is there on-site support available?
Can setups be adjusted quickly?

Having a permanent technical partner on site saves a lot of hassle. That way, you don't have to switch gears every day.

Creatieve breakoutruimte Atelier bij De Werelt Lunteren voor workshops en subsessies tijdens een congres

6. Build in time for relaxation

Relaxation is not a luxury, especially at conferences with substantive content. It doesn't have to be complicated to add something to your programme that allows your participants to switch off for a while.

Consider, for example:

A morning walk
A short outdoor break
Wellness or fitness at the end of the day

At De Werelt Lunteren, you will see that relaxation does not have to be an extra part of the programme. It is part of the environment. In the greenery. In the peace and quiet between sessions. Would you still like to go the extra mile? Then our hotel offers plenty of opportunities for wellness and other types of activities that allow participants to relax for a while. Think of watching a film in our cinema, a studio for creative sessions or a yoga class. Looking for more inspiration for wellness activities during your event? Read about them in this blog!

Want to get away from the venue for a while? Then consider attending a musical during your event. In this blog, you can read exactly how you can combine this with your multi-day conference.

7. Communication before and during the conference

The better participants know what to expect, the smoother the conference will run.

Make sure the following is clear:

What the daily schedule and times are
What takes place where
Where there is room for personal input

Venues that have experience with multi-day conferences can help with this. From routing to signage and daily programmes.

Choosing a single point of contact also makes a difference, because during the conference you don't want to have to deal with five different parties. Therefore, choose a permanent event coordinator on location. This person knows the programme, anticipates bottlenecks and resolves them before you even notice.

At De Werelt Lunteren, this is a standard part of our approach. That gives peace of mind, both for you and your participants.

Ready to start planning?

A carefree multi-day conference is not created by nailing everything down. But by making smart choices. In terms of pace, location and support.

Would you like to see how this works in practice? At De Werelt Lunteren, we are happy to help you with the design, rhythm and execution of your multi-day conference. Contact us.