Melbourne Convention and Exhibition Centre (MCEC) Acknowledges the Traditional Owners of Narrm, the Wurundjeri Woi Wurrung people of the Kulin Nation. We pay our respects to their Elders past and present, and to Elders of all First Nations communities that visit MCEC.

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3 Top Tips for Planning a Team Meeting or Smaller Event

By Deni Kirkova|

Now that the meetings and smaller events sector at Melbourne Convention and Exhibition Centre (MCEC) is back in full swing, the prospect of hosting delegates in person is thrilling. Make sure that enthusiasm translates to how you feel about your event after it’s happened by being super prepared.

POV: You want to host a planning session, meeting, or smaller event at MCEC.

Welcome! We can’t wait to see you.

Firstly, we need to see your completed enquiry form, via the Enquire now button here. This will detail a lot of basic information such as the event type, date, and size. You’ll see an option to tell us more event information, such as setup details, menu ideas, technical requirements, and budget. Try to be as thorough as possible from the get-go. Don’t worry – we’re pros at paying attention to detail.

After your initial enquiry, we’ll start the conversation about bringing your event to life. There are some things you should keep front of mind. Read on for our top 3 things to consider when planning your meeting, strategy session or smaller event.

Man in suit and bow tie, stands in focus, laughing to two people in front of him. They have glasses in hand.
Know What’s Important to You

This might seem a little common sense, but you’d be surprised how often customers haven’t thought about what’s of significant personal importance to them – or come to realise it much later.

We can only bring the vision you have for your event to life when we know the little details that will make it momentous, in advance. So, you need to ask yourself what truly matters more than anything: is it natural light? Is it food? Or is it a type of presentation? It might seem arbitrary, but the details of your event make the difference in how people remember it. Let us know, so we can deliver.

Group of people smiling at the camera all wearing badges to an event. Some are holding glasses of wine.
Plan for a Hybrid Event

We live in a time where the only constant is change – so if something comes up that means you need to accommodate delegates dialling in remotely, you need to be prepared.

That can mean planning things so you’re able to host your sessions on Zoom or Teams at the last minute, or we’d recommend utilising MCEC’s world-class Live Streaming service.

Our made-for-purpose toolkit facilitates high-quality one-way video stream and cloud-based recording for post-event access.

The in-house Live Streaming service has some unique points of difference over Teams and Zoom, including supreme broadcast quality, plus assistance from our in-house production team including camera operators, AV specialists and Digital Event Managers. We can get the tech team to set this up just in case.

As we’ve seen in recent months, in-person events can turn hybrid at the eleventh hour. But this doesn’t need to be a problem. If you’ve planned for virtual delivery, it’ll be smooth sailing either way.

Women sitting at a desk looking at a computer that has a video conferencing call on screen with four people in view.
Communicate with Your Sales Executive

Your Sales Executive is your one point of contact on your journey with MCEC – so communicate everything with them through to event day. They’ll be with you from enquiry and sales to planning, tech and delivery as your guide and confidante.

This is a unique offering in the meetings and smaller events space (under 250 pax). No matter how organised you are with your schedule and numbers, a lot can change due to factors out of your control. Your Sales Executive will help you to navigate any issues and ensure you have a successful, stress free event.

We’re here for you with an end-to-end service that will rival all others. So, make the most of it. If there’s something on your mind, don’t hold back – tell your Sales Exec.

Bookmark this blog, start planning your meeting or smaller event and discover the difference at MCEC.