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The Willows Blog

Step by Step Guide to Planning a Conference

People enjoying a conference lunch


Running a conference is no small feat and there is a lot to consider from the outset. Establishing the fundamental goals of the conference early on will help you to determine the timeline and coordination. Start by asking some key questions. How long will the conference take? Who will attend? What is the nature of the meeting and what will be the ratio of business and pleasure?

Not all conferences unfold in the same way. Assess these factors so you can come to your event planner with your needs narrowed down.

Keys to a Successful Conference

A well-considered venue and layout will be crucial to your conference success. Make sure you have adequate and comfortable seating and design your space for natural and appropriate interactions. Our events planners can help you to make the right decisions when setting out your space, ensuring you achieve the perfect mix of a social and professional atmosphere.

Water, tea, and coffee should also be on hand, as well as stationery, name tags, and clearly marked and accessible restrooms.



Finding a venue for your conference is one of the determining factors in its success. A conference is a busy time, with certain outcomes needing to be reached within a time-frame. You want a venue that can provide for all your needs while you get on with the job at hand.

Enlisting a service provider with events planning experience is a great idea. As the proud host of many important events, The Willows is experienced in assisting with all your conferencing needs. With onsite catering, audiovisual aids, well-equipped function rooms, and a stunning sophisticated setting, your conference will be off to a great start.




Reliable high-functioning audiovisuals are essential and should be tested before the day so everything goes off without a hitch.



If you would like your event catered, The Willows can provide light refreshments, tea, and coffee throughout the day. If you would like a fully catered event, we have exceptional pre-set menus, serving staff available, and a range of different catering options, including a stunning breakfast menu, BBQ lunch, cocktails for mingling, and elegant evening dining.



Conference attendees will often travel for an event and may require accommodation. The Willows has an exclusive arrangement with The Blackman just 150m from our venue. We can arrange all your accommodation needs at a competitive price.


Transport and Parking


The Willows is conveniently located very close to Melbourne’s CBD and has both parking provisions and public transport options nearby.

Decorating and Advice

If you would like to add something extra to your conference, The Willows offers a range of decorating options. Our function rooms exude style and elegance, so why not couple this with some matching décor. We have a range of trusted industry professionals we can recommend for floristry or design assistance.

If you have a conference coming up, The Willows can help. With years of experience in event management, we will ensure your corporate event is a success. For any enquiries or to host an event with The Willows, contact us today.


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