Conference Planning

Planning a conference in Napa requires careful consideration of various elements to ensure a successful event. Here are key factors we keep in mind when producing a conference:

Venue Selection

  • Capacity and Layout: Choose a venue that accommodates your expected number of attendees while providing flexibility in layout. Of course, aesthetics are important as well, so we take the time to learn our client’s tastes before showing potential venues.

  • Amenities: Look for venues equipped with necessary technology such as audio-visual equipment, Wi-Fi, and breakout rooms.

Accommodations

  • Proximity: Select hotels that are close to the conference venue to simplify logistics for your attendees.

  • Room Blocks: We can tap our contacts and negotiate room blocks with local hotels to secure discounted rates and ensure availability.

Catering Options

  • Local Cuisine: Incorporate local Napa cuisine into your catering choices to showcase the region's flavors.

  • Dietary Needs: Consider a variety of dietary restrictions and preferences when selecting menus.

Transportation

  • Accessibility: Ensure there are clear transportation options for attendees arriving from the airport or other locations.

  • Shuttle Services: Consider providing shuttle services between hotels and the conference venue.

Scheduling

  • Timing: Choose dates that avoid major holidays and local events that could impact attendance.

  • Networking Opportunities: Include ample breaks for networking and socializing, which are crucial in a conference setting.

Activities

  • Local Attractions: Offer options for excursions to local vineyards and attractions for attendees to explore the area.

  • Team-Building Events: Integrate team-building exercises to foster connection among participants.

Marketing and Communication

  • Promotion: Develop a marketing strategy to attract attendees, utilizing email, social media, and local partnerships.

  • Information Sharing: Create a dedicated conference website or app for easy access to schedules, speakers, and resources.

Follow-Up

  • Feedback Mechanism: Implement a method for gathering feedback from attendees’ post-conference to assess areas for improvement.

  • Networking Post-Event: Encourage ongoing connections through follow-up emails or social media groups.

By focusing on these critical aspects, you can effectively plan a successful conference set in Napa that meets the needs of your attendees while showcasing the beauty of the region.

Of course, if all of this seems intimidating, you can count on us to deliver your vision. We offer a free consultation on planning your event, so why wait? Give us a call at 707.486.2500 and experience an extraordinary event. After hours? Just fill out our nifty little form and we will get back to the next day.