Ultimate Conference Planning Checklist

Plan a seamless conference in Canberra with this ultimate checklist. Discover venue tips, catering, AV, and more at 59 Cameron Ave Conference Centre.

The Ultimate Checklist for Planning a Seamless Conference in Canberra

Planning a conference is no small task—there are countless moving parts, strict timelines, and high expectations.

If you’re hosting an event in Canberra, 59 Cameron Ave Conference & Event Centre in Belconnen is one of the best venues around. It’s modern, elegant, well-located, and purpose-built for all kinds of events—from intimate board meetings to large-scale conferences of up to 400 people.

Below, you’ll find the ultimate conference planning checklist—packed with local insights, venue-specific tips, and general best practices to make your event not just seamless, but truly memorable.

Why 59 Cameron Ave Works So Well

Before diving into the checklist, here’s why 59 Cameron Ave stands out as a conference venue in Canberra:

  • Flexible event spaces: Six modern rooms plus the stylish Bar 59.
  • Large capacity: Up to 400 guests theatre-style in the combined Canberra Room (Ginninderra + Galambary).
  • Technology & amenities: Multiple projectors, drop-down screens, fast Wi-Fi, natural light, and stunning views of Lake Ginninderra and the Brindabellas.
  • On-site accommodation: 125 superior rooms at Mercure Canberra Belconnen, just steps from the centre.
  • Easy access: 300+ undercover parking spaces and public transport nearby.

When you know your venue’s strengths, you can plan with confidence—and save yourself time by leaning into what’s already covered.

 

✅ The Ultimate Canberra Conference Planning Checklist

  1. Lock in Your Goals

Before booking a single thing, get clear on the purpose of your event:

  • What do you want attendees to walk away with?
  • Is it about learning, networking, or team building?
  • How big do you want to go? (59 Cameron Ave can handle anywhere from 10 to 400 guests.)
  1. Choose the Right Venue in Canberra

When comparing venues, think about:

  • Location & accessibility: Close to Canberra’s CBD, airport, and public transport.
  • Capacity: Can it comfortably host your expected numbers?
  • Facilities: AV, breakout rooms, catering.
  • Atmosphere: Does it reflect your brand and event tone?

💡 Tip: Look at your agenda. Do you need breakout spaces, networking areas, or one large theatre-style room?

  1. Book Accommodation Early

For interstate guests, convenient accommodation is a must.

  • Secure room blocks at nearby or partner hotels.
  • Check for accessible rooms.
  • Prioritise ease—attendees will thank you for it.

👉 At 59 Cameron Ave, the Mercure Canberra Belconnen is right next door. With 125 modern rooms, guests can just head downstairs after a full day—no taxis, no transfers.

  1. Build a Detailed Timeline

A smooth event runs on a smart schedule. Map out:

  • Venue booking, catering, and speaker deadlines.
  • Marketing rollout (ticket sales, social media, EDMs).
  • On-the-day agenda (registration, sessions, meals, networking).
  1. Confirm Technology & AV Needs

Nothing derails a conference like tech issues. Double-check:

  • Microphones, projectors, and screens.
  • Reliable Wi-Fi for attendees and speakers.
  • Options for live streaming or hybrid events.
  • Onsite AV support for troubleshooting.
  1. Organise Catering & Hospitality

Food and drink set the tone for your event. Plan:

  • Morning tea, lunch, and afternoon tea breaks.
  • Menus with vegetarian, vegan, and gluten-free options.
  • Coffee stations and water points.
  • Networking drinks or gala dinners.

🍴 59 Cameron Ave offers flexible catering packages to suit all tastes—plus the option of hosting a post-event celebration at Bar 59.

  1. Make Getting There Easy

Help guests feel relaxed before they arrive by providing:

  • Clear venue directions.
  • Parking details.
  • Public transport options.
  1. Market Your Event & Manage Registrations

Even the best event needs promotion. Use:

  • A dedicated registration website.
  • Email campaigns.
  • LinkedIn and social media buzz.
  • Partnerships with industry groups.
  1. Prepare an On-the-Day Toolkit

Have these essentials ready to go:

  • Registration lists and seating plans.
  • Name badges and signage.
  • Spare chargers, power boards, and adapters.
  • Emergency contacts and troubleshooting plans.
  1. Don’t Forget Post-Event Follow-Up

Your conference impact continues well after the final session. Remember to:

  • Send thank-you emails to speakers, sponsors, and attendees.
  • Share presentation slides or recordings.
  • Collect feedback with post-event surveys.
  • Note lessons learned for next time.

🎯 Bonus Tips for Conference Success

  • Photography: Capture the venue’s scenic views to use in marketing and recaps.
  • Hybrid-ready: Consider offering live streaming to expand reach.
  • Sustainability: Reduce printed materials, use local catering, and minimise waste.
  • Accessibility: Ensure signage, ramps, and hearing support are available.
  • Local flavour: Add Canberra touches with regional food, Ngunnawal heritage references, or post-conference drinks at Bar 59.

Final Word

Conferences don’t have to be stressful. With a smart checklist and the right venue, you can create something smooth, professional, and memorable.

If you’ve booked 59 Cameron Ave Conference & Event Centre, you’ve already nailed the venue—it’s modern, flexible, and built to impress. The rest? Just tick the boxes.

Tip: Bookmark this guide and use it every time you start planning an event in Canberra.

Seamlessly Plan Your Perfect Event with Us!

Get in touch today to discover how our expert team can make your event unforgettable.
From planning to execution, we’re with you every step of the way. Our customisable packages are designed to suit your specific needs. Hungry for more? Our on-site catering team crafts menus tailored to your tastes and dietary requirements.
Let’s make your perfect event a reality.

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