For the conference and event world, summer is a quiet period. Calm before the storm, because in October and November there are plenty of events on the agenda. Are you planning to organize a meeting in the fall? Then keep in mind that certain dates fill up quickly. Sylvia Oosterloo, Sales and Marketing Manager, shares how to ensure that your event can still go ahead. 

Fall rush

Sylvia has been working at Lumen Hotel & Events for 10 years now. Over the past years, she has experienced many busy periods. 'Many (large) meetings have to take place in October and November and preferably on a Thursday,' she says. 'That's why some dates in our calendar quickly get a sort of alarm bell.'

Do you want to plan a meeting on one of those popular days? Then you might get this response: unfortunately, no availability. 'A shame,' she thinks. 'Also for the organization, which makes a well-considered choice for a location. And then subsequently hears that there is no space.'

A new date

Finding a new date is often difficult because it was already a puzzle for companies to find a suitable date at all. Sylvia: 'Speakers, day chairs, or board members are generally busy. If it is of great importance that these people are present, moving to another date is not an option.'

What can you do to avoid the fall rush in the conference world? Think out-of-the-box, and you will naturally find a solution. One of those solutions could be that you do not stick to the typical times and days when planning the event. Nowadays, many conferences and events take place on a Tuesday or Thursday from 9 to 5. In other words: explore the possibilities of organizing your event on Monday, Wednesday, or Friday.

Monday

For most people, Monday is not the most beloved day of the week. 'Yet that makes this day refreshing,' says Sylvia. 'Open the event on time and welcome your guests with a nice breakfast. Also, think about an energetic start, so everyone is immediately awake. This way, you start the week well together!'
Are your guests coming from afar? Then Monday morning early is probably not convenient. 'If this is still your preference, you can opt for a pre-overnight stay. Sunday evening is a quiet evening for hotels because leisure guests have already left and business guests only arrive on Monday. A win-win situation!'

'In any case, I can confidently say that more locations are available if you choose an alternative moment. We are happy to think along with you.'

Wednesday

Traditionally, Wednesday afternoon is not a convenient time for an event. 'Many women, including my mother at the time, did not work due to the children's free afternoon,' says the Sales & Marketing Manager of Lumen. 'Therefore, they could not attend a meeting on Wednesday afternoon. Fortunately, many schools now work with a continuous schedule, so free time on Wednesday afternoon is no longer necessary.'

'Do you want to plan an event on Wednesday? Then keep in mind that many parents have to be back at the schoolyard between 2:00 and 2:30 PM. So ensure an interesting, but perhaps slightly shorter, program.'

Friday

Many companies do organize staff parties on Friday, but for business meetings, this day is generally not a favorite. 'That's why there are certainly opportunities here,' Sylvia thinks. 'Start in the morning with the substantive program, so you have covered the most important part. Plan the afternoon more freely with an activity by registration, for example.'

'If there are visitors who want to leave on time, that is possible. And the visitors who do enjoy taking a city walk or playing a game of padel after the substantive part? They can stick around and possibly end the day with a pleasant networking Friday afternoon drink. This way, everyone goes into the weekend satisfied.'

Look for alternatives

At Lumen, we understand that not all topics or target groups are easily combined with a Friday afternoon drink. By thinking about alternatives, you might come up with a creative solution. Sylvia: 'In any case, I can confidently say that more locations are available if you choose an alternative moment. We are happy to think along with you.'

Looking for a meeting location?

Lumen Hotel and Events is the event location in Zwolle. We organize meetings from 2 to 2000 people and have everything in-house to make your event a great success.

Curious about the possibilities? And do you want to brainstorm without obligation? Contact us today to discuss your wishes! This way, we make your event an unforgettable experience.